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Documents & document management · Use Klytic Docs

Several companies in Klytic Docs

There are two setups. If each company must be isolated to the point that no shared administrator can see the other, you need one Klytic Docs instance per company. If there is trust across the group, a single instance is enough, with one group and team folders per company.

Updated October 20266 minHow-to Klytic Docs

The question to settle first

Before folders and groups, ask this question: is one and the same person allowed to administer the documents of every company?

An instance administrator creates accounts, groups and team folders. They can therefore, technically, grant themselves access to any folder. In a shared instance, the separation between companies depends on the settings they configure, not on a barrier they cannot cross.

  • If the answer is yes (holding company and subsidiaries managed by the same team, established trust): a single instance, with separate scopes.
  • If the answer is no (companies with different shareholders, an entity that must be saleable, professional secrecy specific to one business): one instance per company.

Setup 1: one instance per company

This is strong isolation. Klytic Docs always runs on a dedicated instance: whatever the hosting mode, your files never sit alongside those of any other customer. The same principle applies between the companies of a group that want this barrier.

  • Each instance has its own accounts, its own administrators and its own sharing rules.
  • Each instance encrypts its data with its own key, which is not shared with any other instance.
  • Each instance can be hosted according to the mode chosen for the company: Klytic cloud, dedicated server or the company’s own servers. The hosting zone is chosen according to the applicable jurisdiction, subject to service availability.
  • A sale or separation becomes simple: the company’s instance goes with it.

Between two instances, exchanges go through sharing links, as with an external partner: Sharing links, partners and uploads. Hosting choices are detailed on the Hosting and sovereignty page.

Setup 2: one instance, separate scopes

A single instance is suitable when people trust each other and some folders are common to the group. Separation relies on groups and team folders:

  1. One group per company, for example “Company A – staff” and “Company B – staff”, possibly subdivided by department.
  2. Team folders per company, open only to that company’s group.
  3. Group-wide shared folders (procedures, policies, templates), open to everyone as read-only.
  4. A sharing rule: the administrator can restrict internal sharing to members of each person’s groups. An employee of company A can then share only with colleagues in their groups.
  5. Delegation, if each company handles its own new hires: one group administrator per company creates and manages the accounts in their group, without access to the general settings.

Details of rights by group and by folder are in Controlling who sees which documents.

Comparing the two setups

CriterionOne instance per companyOne shared instance
Shared administratorNo, unless explicitly chosenYes
Encryption keyOne per companyOne for the instance
Group-wide foldersThrough sharing linksTeam folders open to several groups
Person in two companiesOne account in each instanceOne account, two groups
Sale of a companyThe instance goes with itFolder extraction to organize

A person working for two subsidiaries

In a shared instance, they belong to both groups. They therefore see both scopes, each with its own rights. That is the expected behavior.

The risk is that they become the bridge: by moving or resharing a document from company A to company B. Three settings limit this:

  • give them read-only access in the scope where they do not need to produce documents;
  • do not grant them the reshare right on sensitive folders;
  • set their external sharing rights separately, so that one company’s document is not sent by link in the other’s name.

If this risk is not acceptable, it is a sign that the two companies belong in setup 1. The person then has an account in each instance, and each account sees only its own company.

Example: a group of three companies

A holding company owns a trading company and a consulting firm bound by a duty of confidentiality to its clients. The holding company and the trading company share an instance: one group per company, separate team folders, a shared “Group – procedures” folder. The consulting firm has its own instance, with its own administrator. The CFO, who works for all three, has an account in each instance.

Changing setup later

The hosting mode can change, for example from the Klytic cloud to a dedicated instance. Splitting a shared instance in two, or merging two, is a project to prepare with Klytic: inventory of folders, accounts and links, then migration. It is better to settle the question of the shared administrator from the start.

Frequently asked questions

Is a shared instance enough for two subsidiaries?

Yes, if a shared administrator is acceptable. The settings are in Controlling who sees which documents.

How can I prevent an employee of company A from sharing with company B?

By restricting internal sharing to members of their groups, and by setting up external links: Sharing links, partners and uploads.

Can each company be hosted in a different zone?

With one instance per company, yes, subject to service availability. See Hosting and sovereignty.

Does the same question arise for email?

Yes, it is covered in Shared mailboxes, aliases and multiple entities.

Organizing a group's documents?

Tell us about your companies and their constraints: we will propose the right setup and a quote.

Talk to an advisor →

Hosting and sovereignty

Further reading

Use · Documents & document managementControlling who sees which documentsIn Klytic Docs, access is set by account, by group and by team folder. Who administers, which rights to grant, how to review access.6 min readRead →Use · Documents & document managementSharing links, partners and uploadsShare internally, send a protected link outside, work with a partner and avoid accidental sharing in Klytic Docs.7 min readRead →Use · EmailShared mailboxes, aliases, domains and administratorsAliases, distribution lists, shared mailboxes with delegation and multiple domains in Klytic Mail: who creates what, and how to separate two companies.5 min readRead →

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