Change File Access in Lightning Experience

From the Sharing dialog, you can change file permissions for people and groups to Viewer, Collaborator, or Set by Record for files shared with records.

• Viewer can view, download, and share files.
• Collaborator can view, download, share, change permission, edit the file, and upload new versions.
• Set by Record for a file attached to a record means that access to the file follows access to the record. People with read/write access to the record have Collaborator access to the file. People with read-only access to the record have Viewer access to the file.

  If you disable Standard sharing for Knowledge, and the access of the content on a Knowledge record is Set by Record, then the user must have the Modify All Data permission to get collaborator access. The user doesn’t inherit the collaborator access on the file attached to the Knowledge record based on the object-level access.

• Set by Library for a file in a library means that access to the file follows access to the library. This setting can’t be changed.

File owners and collaborators can change file permissions for people and groups from Viewer to Collaborator and conversely. They can also change file permissions for files shared with their company to Viewer, Collaborator, or No Access.

Note

• A file is shared with your company when it's posted:
  • To a feed that all users can see
  • To a profile
  • To a record
  • To a public group
  All Chatter users in your company are given Viewer permission by default. If you change that permission from Viewer or Collaborator to No Access, the file is no longer shared with the company or with public groups.
• When you share a file with someone, they are given Collaborator access by default. When you share a file with a group, the group members are given Viewer access by default. You can change the default access when you share a file for the first time. File owners and collaborators can change access after a file has been shared.
• File link recipients can only view and download files. They can't be collaborators.
• Admins can also add the Prevent others from sharing and unsharing option to page layouts, letting users prevent further sharing of the file from the file detail page.