Give colleagues access

Internal access lets colleagues work with the same file or folder in ClodDoc. You do not need to send a new copy after every change: people with access can use the object and its new versions.

You must be the object’s owner to manage access. Recipients must be active members of the same organization. For someone outside your company, create an external sharing link.

Choose a permission

Permission	What the colleague can do
View	Open details, download available checked versions, and add the object to favorites.
Edit	Also upload versions, rename, move, and trash objects; create content and file requests in an editable folder.
No access	Removes the colleague’s direct permission. Access inherited from a parent folder or the organization may remain.

Edit permission does not make someone the owner. Managing permissions and creating external sharing links remain owner actions.

Give access

1. Select a file to open Details. For a folder, open its actions menu and choose Details.
2. Select Colleague access.
3. Find the person by their work email address.
4. Choose View or Edit.
5. Select Preview and check the permissions that will be saved.
6. Select Confirm permissions.

The change takes effect after confirmation. The colleague can open the object under Shared with me or through its parent folder. When an entire folder is available, its contents may appear inside that folder rather than as separate entries in Shared with me.

Understand folder permissions

Folder permissions apply to the folder’s contents. Keep this in mind when adding new material: a file placed inside a shared folder inherits access from that folder.

In Details, check Role and Access source. Access can come from ownership, a direct permission, a parent folder, or the organization. When several permissions apply, the strongest permission determines what the person can do.

Caution

No access removes a direct permission; it does not override another source of access. If a colleague can still open the file, check permissions on its parent folders and the organization.

Owning a folder does not automatically make you the owner of files uploaded by other people. The person who created a file may control its permissions even when you own the containing folder.

Change or remove direct access

Open Colleague access, change the roles, then choose Preview → Confirm permissions again. Before all direct permissions are removed, the dialog explains that inherited access will remain.

Removing access cannot remove copies someone has already downloaded. To stop access through an external URL, separately revoke the sharing link.

If something is missing

• Colleague access is not available. Check your role in Details. You need to be the owner, not an editor.
• A colleague is not listed. Ask your company administrator to check that the person is an active member of your organization.
• A colleague cannot find the file. Confirm that the permissions were saved, the person has signed in to the correct account, and the object is not in Trash.
• You are an administrator but cannot change a file’s permissions. An administrative role does not automatically replace ownership. See roles and access.

Related: organize files and troubleshooting.