How to Use WPS Team Document Permission Settings on Windows

Use Team Document Permission Settings through 5 how-to topics, all of which are membership-related or tied to enterprise plan access, and jump from the index to the setting you need.

How-to Index

How-to Guide

1. Open the Team Document Settings panel

Entry path: Team Documents → Target team folder → Team Settings → Document Settings

1. Open the WPS365 client.
2. Click Team Documents in the left navigation pane on the home page.
3. Find the target team folder.
4. Right-click the team folder name and select Team Settings → Document Settings.
5. Review the available document permission options in the expanded panel.

Success Criteria

• Interface result: The Team Document Settings panel opens.
• Next action available: You can see options for co-editing mode, external sharing control, default permissions, shared file management, and team file permission definition.

Tips While Using

• Permission note: Sign in with an account that has team management permissions.
• Membership note: Check the membership label and enterprise plan availability before use.
• Network note: Keep the device online when entering team documents and syncing settings.

2. Set all documents to open in co-editing mode

Entry path: Team Documents → Target team folder → Team Settings → Document Settings → Open all documents in co-editing mode

1. Open the Document Settings panel by following the previous section.
2. Find Open all documents in co-editing mode.
3. Turn on the option based on your team collaboration needs.
4. Close the panel or continue with other permission settings.

Success Criteria

• Interface result: The option is enabled.
• Next action available: Team members will open team documents in a collaborative editing mode afterward.

Tips While Using

• Common mistake: Changing settings before entering the correct team folder may update the wrong team.
• Membership note: This capability depends on the team collaboration plan that is available to the account.

3. Configure external sharing control

Entry path: Team Documents → Target team folder → Team Settings → Document Settings → External sharing control

1. Open the Document Settings panel.
2. Find External sharing control.
3. Set whether team files can be shared outside the company or outside the team according to your policy.
4. Confirm the setting and exit, or continue with other permission items.

Success Criteria

• Interface result: The external sharing rule is applied for the current team.
• Next action available: Team members are restricted by the configured sharing scope when they share files.

Tips While Using

• Common mistake: Updating the rule before confirming the team’s external collaboration policy may interrupt existing partner workflows.
• Usage suggestion: Notify relevant members before changing the rule so sharing restrictions do not cause confusion.

4. Set default file permissions for external members

Entry path: Team Documents → Target team folder → Team Settings → Document Settings → Default file permissions for external members

1. Open the Document Settings panel.
2. Find Default file permissions for external members.
3. Set the default access level that external members should receive after joining the team.
4. Save the setting so newly added external members follow the default rule.

Success Criteria

• Interface result: The default permission rule is saved.
• Next action available: Newly added external members receive access based on that default rule.

Tips While Using

• Common mistake: Not separating internal and external member scenarios can lead to an unexpected default permission setup.
• Usage suggestion: Review the default rule regularly if the team works with outside partners.

5. Manage shared files and define team file permissions

Entry path: Team Documents → Target team folder → Team Settings → Document Settings → Shared file management / Team file permission definition

1. Open the Document Settings panel.
2. Open Shared file management to review files that have already been shared in the team.
3. Check the current sharing status and continue with any needed follow-up actions.
4. Return to the panel and open Team file permission definition.
5. Manage permissions for all team documents or customize them based on team rules.

Success Criteria

• Interface result: You can review the shared file list and enter the team file permission definition area.
• Next action available: You can continue adjusting document permissions based on team rules.

Tips While Using

• Common mistake: Reviewing only one file and overlooking consistency at the team-rule level.
• Usage suggestion: Review shared files regularly so older sharing links do not stay active longer than needed.