If you’re managing a sales team and wrangling files, presentations, and sensitive content, you know that the wrong people seeing the wrong stuff isn’t just awkward—it’s a risk. Showell makes content management easier, but only if you set up user permissions and access rights the right way. Whether you’re brand new to Showell or cleaning up a permissions mess, this guide will help you keep your sales team on track without driving yourself nuts.
Why bother with permissions? (And what to ignore)
It’s tempting to hand everyone the keys and hope for the best. That works, right up until someone sends a confidential price list to a customer or deletes a folder by accident. Permissions limit the chance for mistakes, protect sensitive info, and make onboarding less painful.
Here’s what matters: - Who can see what (files, folders, presentations) - Who can edit or delete content - Who can add or remove users - Who gets admin powers (as few as possible)
Ignore the hype about “unlocking collaboration with granular access control.” Just keep it simple: right people, right stuff, right time.
Step 1: Know your roles in Showell
Before you start clicking, get clear on the basic user types in Showell. This will save you headaches later.
Showell has three main user roles: - Admin: Full control over everything—users, content, settings. You want as few admins as possible. - Manager: Can create and manage content, but not users or global settings. Good for team leads. - User: Can view and share assigned content. This is what most of your sales team should be.
Pro tip: Don’t make someone an admin just because they asked nicely. Only people you trust with everything should have it.
Step 2: Map out your sales team’s needs
Don’t start in the software—start on paper, or a whiteboard, or even a napkin. Figure out: - Who needs access to what? (e.g., product info, price lists, contracts) - Are there regional teams that should see different stuff? - Who should never see sensitive or internal documents? - Who’s in charge of uploading or updating materials?
Honest take: Most companies overcomplicate this. If you’re not sure, default to less access—you can always open things up later.
Step 3: Organize your content for permissions
Permissions in Showell are set at the folder (and sometimes file) level. If your stuff is a mess, fixing permissions won’t fix your problems.
Do this first: - Create main folders by region, product, or team—whatever matches how your sales team works. - Move sensitive stuff (like pricing, contracts, or internal docs) into clearly labeled folders. - Keep shared content (sales decks, case studies) in their own area.
What doesn’t work: Letting everyone dump files wherever. You’ll never get permissions right if your folder structure is chaos.
Step 4: Create user groups
Assigning permissions to individuals is a recipe for frustration. Use groups.
How to set up groups: 1. In Showell Admin, go to the Users & Groups section. 2. Create groups like “Sales – Europe,” “Sales – US,” “Managers,” or “Partners.” 3. Add users to the right groups. People can be in more than one group if needed.
Pro tip: Build groups around how your team actually works, not around org charts nobody follows.
Step 5: Assign permissions to folders (not files)
Now you’re ready to set who can access what.
How to do it: 1. In the Content section, right-click the folder you want to set permissions for. 2. Choose Edit Permissions (sometimes it’s just “Permissions”). 3. Assign groups (or, if absolutely necessary, individuals) to that folder. - Set if they can view, edit, or share. - Keep “edit” rights tight—most salespeople just need to view and share.
Reality check: Folder-level permissions are easier to manage. File-level permissions are a last resort.
What to ignore: Don’t bother setting up dozens of unique permissions for every file unless you love confusion.
Step 6: Check your work (before it blows up)
Before rolling out changes, spot check with a regular user account: - Can they see only what they should? - Are sensitive folders hidden from the wrong people? - Can users edit or delete files they shouldn’t?
Pro tip: Ask a trusted salesperson to try breaking it. They’ll find what you missed.
What works: Regularly reviewing access, especially after people leave or teams change.
Step 7: Onboard users the right way
Don’t just send a welcome email and hope for the best. Walk new users through: - What they can access - Where to find key content - Who to ask if they need more access
Keep it simple—don’t drown them in details. Most salespeople just want to find their deck and get going.
Step 8: Keep permissions up to date
Things change—people leave, teams reorganize, new products launch. Make it a habit to review groups and permissions: - Once a quarter, or whenever there’s a big team change - Remove users who’ve left (don’t just deactivate—actually remove them) - Archive content that’s out of date instead of just hiding it
What doesn’t work: Set-and-forget. That’s how old sales reps end up with admin rights years after they’ve quit.
Step 9: Handle exceptions (without breaking everything)
Sometimes, someone needs access to just one folder for a project. Resist the urge to go wild with custom permissions.
How to do it safely: - Temporarily add the user to a group with the right access - Or, give them view-only permission to one folder—set a reminder to remove it later
Document these exceptions in a shared note or spreadsheet. If you can’t remember why someone has special access, it’s a problem waiting to happen.
Step 10: Avoid common mistakes
Let’s save you some pain. Here’s what trips up most teams: - Too many admins: Only give admin to people who need it. - Messy folder structures: You can’t fix bad organization with permissions. - Ignoring ex-employees: Remove them from everything, right away. - Overcomplicating groups: Fewer, well-named groups beat dozens of confusing ones. - Not testing access: Always double-check with a regular user account.
Wrapping up: Keep it simple, review often
The best permission system is the one you can actually manage. Start small, keep your folder structure clean, and make reviewing permissions a regular habit. When in doubt, give less access and open it up later if someone truly needs it. No system is perfect, but a little discipline now saves big headaches down the road.
If you ever get stuck, ask yourself: “Who really needs this, and why?” That question gets you 90% of the way there.