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Files Best Practices and Considerations for Guest Users
To view a file on a record, Experience Cloud site users need access to the record, and record file visibility must allow site users. Use the Customer Access switch on a file’s sharing detail page to allow customers to see individual files on records. Files shared with users, Chatter groups, and topics follow the same sharing model as the objects that the files are shared on. Files in Libraries can be exposed to site users, but the user must be added as a member of the library.
The logic for sharing files with Experience Cloud site users also applies to guest users. If guest users have access to an object, they can have access to files shared with that object, if the file visibility allows site users.
To give guest users access to files, use this site preference: Give access to public API requests on Chatter.
- Guest users can view Notes and Attachments but not the Files Related List. (The Note and Attachments related list displays Salesforce files.)
- Files uploaded by guest users can only be set to Viewer access.
- Guest users can’t delete files, including files that they own.
- Review permissions for who can create content deliveries and public links to make sure that they align with your business needs.
- Review library membership and permissions to make sure that they meet your business needs.
- You can add both users and public groups as members of a Content Library. Public groups
pose a risk of extending access beyond who you want to have access.
- Review who are library administrators. Admins have the power to add more library members.
- Don’t add a public group to a library unless you know who is in the group and the type of members who will be added in the future.
- Review which library permissions grant the ability to create content deliveries (the Deliver Content permission).
- To allow guest users to view files in a library, add the guest user to a public group associated with that library.
- Add Asset Files to Asset Libraries that do not contain folders, and configure the Asset
Library to be visible to guest users. Note Only Salesforce CRM content users can access content folders in the Asset Library.
- Make sure that unintended files aren’t public.
- Audit file visibility on records.
- Export ContentVersion to get a list of all files in the org. Export ContentDocumentLink to see
all the records that the files are shared with and what the file visibility is for the
share to the record.Note For each file, you see multiple shares, such as one share to the owner and multiple shares to different records. Some rows, such as a share to the owner could have the visibility set to AllUsers, but this setting doesn’t grant access to site users. Only shares to records that have the visibility set to AllUsers mean that site users who have access to that record have access to its related files.
- Salesforce doesn't remove geolocation information from uploaded images.
