Passwordstate Permission Model Changes

In build 7476 of Passwordstate, we introduced a new Permission Model which customers have been requesting for a while. You can now set a top level folder to propagate it’s permissions down to all nested Password Lists and Folders.

The traditional model of setting permissions at the individual Password List level is still available, and if you do not wish your users to use this new model of propagating permissions down, you can disable it on the screen Administration -> System Settings -> Miscellaneous tab -> Enable the ‘Propagate Permissions Downwards’ feature for top level Folders.

Things to note about this new Permissions Model:

  1. You can only apply permissions to a top level Folder in the Root of ‘Passwords Home’
  2. You can only make changes to permissions on the Folder at top of the tree – nested Password Lists and Folders will have controls on the Permission pages disabled
  3. If you drag and drop a Password List, or a Folder containing Password Lists into another Folder structure with propagating permissions, it will ask you to confirm you wish to make this change as permissions will change
  4. Private Password Lists cannot be nested beneath a Folder which is propagating permissions down
  5. The ‘Bulk Permissions’ feature cannot be used for any Password Lists which are inheriting permissions from a top level Folder
  6. A couple of System Settings options for applying permissions to newly created Password Lists will be ignored
  7. When adding or editing a Password List, the options to clone permissions from other Password Lists or Templates will be disabled

How to use the new permissions model on a new Folder Structure:

  1. Ensure you have these two settings set to ‘Yes’ in Administration -> System Settings -> Miscellaneous:

  1. Create a Folder under Passwords Home. In this example we’ve called it “Windows Desktop Machines”
  2. When creating the Folder, ensure you tick ‘Manage permissions manually for this folder’ and ‘Enable the Propagate Permissions Downwards
  3. Once saved, you’ll notice a slight change to the Folder Icon. The brown triangle on the right hand side indicates it is now propagating permissions, and anything nested below it will inherit those permissions.

  • Next highlight the Folder and select Folder Properties.


  • Click the View Permissions Button and use the Grant New Permissions button to set permissions. This can be an individual users or Security Groups

Now any new Password Lists or Folders you create or drag into this Folder will automatically inherit those permissions.

How to convert an existing Folder structure to use the new permission model:

  1. Select your top level Folder and select ‘Folder Properties’
  2. Ensure you have ‘Manage permissions manually for this folder‘ selected
  3. Click the ‘Convert Permission Model‘ button
  4. Run through the three step Wizard:

    Step 1: Review what changes are about to happen
    Step 2: Review existing Permissions, and modify them to suit
    Step 3: execute the conversion

That’s it! Now when you make a change to the permissions at the top level folder, they will cascade all the way down the folder. Any existing Password Lists will inherit these permissions and new ones created under here will be forced to use the same permissions.

NOTE: As mentioned earlier, the new Propagating Permissions Model can only apply to a Folder in the Root of Passwords Home. If you have an existing Password List structure under your ‘Passwords Home’, you will need to create a new Folder first, move the Password Lists into the folder, and then apply the conversion.

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