Adding a Collaborator is a one-click action in the file Share dialog. Multiple Collaborators can be added at once; group-based additions scale to large teams.
- Open the file
Navigate to the file in the Files tab or on a record page. Click the file to open it.
- Click Share
On the file detail page, click the Share button (or the equivalent action in your layout). The Share dialog opens.
- Add a user or group as Collaborator
Type a user or group name to search. Select the user/group. Pick Collaborator from the permission dropdown. Click Add.
- Set notification preferences
Choose whether to notify the new Collaborator by email. The notification includes a link to the file.
- Save
Click Done. The ContentDocumentLink record is created with ShareType=C. The Collaborator can now edit the file.
- Verify access
Optionally Login As the Collaborator (or test with a real user) to confirm they have edit access. Watch for unexpected escalations.
Read-only access. View, download, comment.
Edit access. Everything Viewer can do plus upload new versions.
Full control. Edit, delete, change sharing.
Adding a Group as Collaborator grants every Group member edit access.
- Collaborators cannot delete the file. Sharing alone does not transfer ownership; only the Owner can delete.
- Collaborators can upload new versions but cannot remove old versions. Version history is preserved for audit.
- Group-based Collaborator access propagates to all group members. Removing a member from the group revokes their Collaborator access automatically.
- Record-level sharing can grant similar permissions. Adding explicit Collaborators alongside record sharing creates a permission stack; understand both for clean access control.