The two folder roles
Every user in a folder has one of two roles. The role determines what they can see and do inside that folder.
Admin - can do everything in the folder: import and export documents, access all folder settings, invite and remove users, and archive or delete the folder. Admins also see the Users tab in folder settings, which is not visible to regular users.
User - can import and export documents and access automation settings. Users cannot invite or remove other users, cannot access folder settings that require admin permissions, and do not see the Users tab.
👉 Can I change someone's role after they've been invited?
Yes. Re-invite the person to the same folder with the new role selected. Their role will be updated to the one chosen in the new invitation.
Who can invite users
To invite someone to a folder, you need to be one of the following:
A folder admin for that folder
An account owner or account manager
Folder users cannot invite anyone. If you are a folder user, the invite option is not visible to you. If you need to invite someone, ask a folder admin or account owner to do it.
If your account is on a free trial, there is a limit of 20 folder invitations across the whole account. Once this limit is reached, no further invitations can be sent until the account upgrades to a paid plan.
Inviting users to a single folder
👉 How do I invite someone to a specific folder?
Open the folder, click Manage Users, and then invite the user from there. Fill in their email address, choose their role (Admin or User), and send the invitation.
👉 Can I invite more than one person at a time?
Yes. Enter multiple email addresses separated by commas in the email field and they will all receive invitations in one step.
👉 What happens after I send an invitation?
It depends on whether the person already has a Datamolino account. If they do and their account is confirmed, they are added to the folder immediately and receive a notification email. If they don't have an account yet - or if their account hasn't been confirmed - they receive an invitation email with a link to set up access. Until they accept, they are not yet active in the folder.
👉 Why don't I see the Manage Users button?
The Manage Users button is only visible to folder admins. If you are a folder user, you won't see it.
Inviting users to multiple folders at once
👉 How do I invite someone to several folders in one go?
From the My Folders dashboard, click Invite users. On the next screen, enter the email address, choose a role, and select the folders you want them to access. You can also choose "Select all folders" to give them access to every folder you manage. Click Invite user to send.
👉 When would I use this instead of inviting from inside a folder?
This is useful when onboarding a new team member or a new client who needs access to several folders straight away. Rather than opening each folder individually, you can set everything up in a single step from the dashboard.
Removing a user from a folder
👉 How do I remove someone from a folder?
Open the folder, click Manage Users, find the user in the list, and click Remove user. The removal takes effect immediately - the user loses access to that folder straight away.
👉 Does removing a user affect their access to other folders?
No. Removing a user from one folder only removes their access to that folder. Their access to other folders they've been invited to is not affected.
👉 What happens to the documents they worked on?
Nothing changes. Documents processed by that user remain in the folder exactly as they were. Removing a user does not affect any documents or data.