Access control overview Pro

FileDeck Pro lets you restrict documents by WordPress role or by a shared password. Both restrictions are set per category on the category edit screen. For anyone without permission, a restricted document shows with a padlock in libraries by default — or can be hidden entirely — and its download is blocked.

FileDeck Pro — this feature is included in all Pro plans. See pricing

How the access control model works

There are two restriction methods:

• Password — anyone who enters a shared password can view and download. Visitors do not need an account. See password protection.
• Role — only logged-in users with an allowed WordPress role can access the documents. You tick the roles to allow: Administrator, Editor, Author, Contributor, or Subscriber; leaving all unchecked keeps the category public. See role restrictions.

Both are set on the category edit screen: go to Documents → Document Categories, edit a category, and use the Restrict to roles (FileDeck) checkboxes or the Password protect (FileDeck) field. Restrictions apply per category, so organize documents into categories that match who should see them — to restrict a single document, put it in its own category.

What a restriction actually does

Restriction is not just a hidden link. For anyone without permission, a restricted document:

• appears with a padlock in the table, grid, and folders layouts by default, so visitors know it exists but is restricted;
• can instead be removed from libraries completely — turn on Hide restricted documents entirely under Documents → Settings → Features;
• cannot be downloaded — the download endpoint checks permission on every request, so a shared or bookmarked download link is refused.

Which method should you pick?

• Semi-public documents (board packs, member newsletters) where visitors have no site accounts: use a password. Everyone shares it, so treat it as light protection.
• Groups of logged-in users (staff, members, clients): restrict by role.
• If you are unsure, prefer role restriction — passwords can be forwarded, accounts cannot.

Pair restrictions with file protection

Access control governs what appears in the library and who can use the download endpoint. FileDeck Pro also protects the files themselves: protected files are moved out of the public uploads area and served only through signed links that expire after 15 minutes, so direct file URLs never work. Read how signed download links work. On nginx servers, add the one-line config from protect files on nginx servers.

FAQ

Do restricted documents show up in the library search?

By default, yes — they appear with a padlock so visitors know they exist but need permission. Turn on Hide restricted documents entirely in Documents → Settings → Features to remove them from listings and search for anyone without access.

Can someone with a direct download link get a restricted file?

No. Permission is checked on every download request, and with file protection enabled the file’s direct URL is blocked as well.

Which method is best for a membership site?

Role restriction, if your members are logged-in users with one of the standard WordPress roles (Subscriber, for example). If your members do not have site accounts, use password protection.

Is access control available in the free version?

No. Access control and file protection are Pro features — see free vs Pro.