To collaborate in real time, all users must have permission to access your document. Each permission level—owner, editor, or viewer—gives collaborators a certain amount of access to edit or interact with your file.
Overview of permissions
If you're a document owner, you can set permissions at both the document and section level. Permissions at the section level override permissions made at the document level, while permissions assigned to individual users override group permissions.
When you create a file, you are automatically assigned as a document owner. The groups included in your workspace settings are also given permissions to your new file according to your workspace's permissions sets. Users assigned to your workspace’s Document Editors or Document Viewers group, for example, are automatically added to the Document Editor or Document Viewers group on your new file.
Note: Only workspace owners can change the default document permissions set.
As the document owner, you can change the level of access these groups have from the Permissions Editor. Learn more about updating file permissions.
Permissions in copied files
When you copy a document, the new document maintains the permissions from the original file. However, manually setting permissions in the new file will override the initial permissions.
Permissions in groups
If your workspace has groups, you can set permissions for the entire group from the Permissions editor. Once you set permissions for a group, you can add or remove users from the group at any time—their permissions update accordingly. Learn more about using groups.
If a user is a member of a group but has a different permission level set individually, they'll maintain their individually assigned permission level (e.g. a user that is set as an "Editor" but also in a group with "Owner" permissions still receives Editor permissions).
Likewise, if a user is a member of two groups, they'll receive permissions based on the group with the highest permission level.
Note: If a user is in a group with explicit permissions but an owner manually removes their permissions, the user will lose access to the document.
You can also set permissions for multiple users and sections at the same time. To learn more about using the advanced permissions editor, see Advanced Permissions.
Read the tables below to find out what users can do at each permission level.
|Edit header and footer properties|
|Edit document properties|
|Edit advanced permissions|
|Edit style guide|
|Add and edit content|
|Format text and tables|
|Roll forward files|
|Sort and filter data|
|Publish all links|
|Add a comment|
|Reply to a comment|
|Create a blackline|
|Show or hide track changes|
|Check document health|
|Export a file|
|Use Presenter Mode (Presentations only)|
|Use outline labels|
|Reject track changes|
|Accept or reject all track changes|
|Enable outline labels|
|Send for review|