This article is for:
- Next Gen Files
If you want to see and adjust permissions in a detailed view, you can do so using Advanced Permissions. This allows you to see permissions for all users and groups with access to a document in a matrix, where you can add, remove, and modify user and group permissions.
You can access Advanced Permission from Home . Open the action menu that appears on the far right side as you hover for the document and choose Advanced Permissions . You can also access advanced permissions by clicking the Advanced Permissions option in the dropdown menu under the Permissions icon in the File toolbar.
Add or Remove Users and Groups
You can add a user or group by clicking Add in the toolbar. Enter the user or group name into the text box and select the appropriate user or group from the list. Once you’ve selected someone to add, click Add and the new user or group appears as the right-most column in the permissions matrix.
If you need to remove users or groups, right-click their name in the matrix and select Remove from the menu.
Below is a brief explanation of each permission level and the abilities available to each.
- Owner - Able to add and remove content or sections and adjust section properties, including permissions to that section.
- Editor - Able to add and remove content or sections and edit section names.
- Viewer - Able to view and comment on a section but not modify.
- No Access - Unable to open or view a section.
You can click a column or row header to select the entire row or column and assign permissions to the entire selection.
You can adjust individual section permissions for one user by selecting a cell and clicking the desired permission in the toolbar, or by right-clicking a cell and selecting the desired permission level from the menu. You can also double-click the cell to cycle through the four permission levels.
If a user is a member of two groups, the user's permission matches the explicit permission (colored icons) rather than inherited permission (gray icons). If both groups have explicit permission, the user keeps the highest permission level.
If you need to modify a large number of permissions, you can use keyboard shortcuts to quickly adjust permissions. These shortcuts change the permission level for your current selection based on the key pressed.
Once you finish modifying permissions for the document, click Save in the toolbar to save your changes.
Export and Reuse Permissions
To use the same permission set between files, you can Export permission sets. Clicking Export in the Advanced Permissions toolbar creates a .CSV version of your permission matrix.To copy the permission set to the same collaborators in another document, select the row in the .CSV file that you want to copy using Ctrl + C and paste it into the selected row in the Advanced Permissions matrix using Ctrl + V.