Keeping a File Private is straightforward: upload without sharing, do not link to records or groups. The platform maintains Private state until you explicitly share.
- Upload via the Files tab, not a record
Open the Files tab from App Launcher. Click Upload Files. Pick the file. The platform creates the File with you as Owner and no other links; the file is Private.
- Confirm the privacy state
After upload, open the file. The privacy state appears in the file details (Private). Confirm no other users or records appear in the sharing list.
- Avoid drag-and-drop on record pages
Dragging a file onto an Account or Opportunity page links it to that record. If you want the file Private, upload through the Files tab instead.
- Decide when to share
When ready to share, use the file Share dialog to add Collaborators or Viewers. The state changes to Privately Shared.
- Revoke sharing to return to Private
Remove all ContentDocumentLink records other than your own. The file returns to Private state. The transition is automatic; you do not flip a state field directly.
- Audit your Private Files regularly
Use the Files tab''s Private filter to see your Private Files. Old files no longer needed can be deleted; in-progress files might be shared once ready.
Default starting point for Private Files. No record context, no shares created.
Auto-creates a link to the record, transitioning to Privately Shared.
Returns a shared file to Private state by removing all non-Owner ContentDocumentLink records.
Different from sharing. Publishing to a Library transitions the file to that Library''s access model.
- Files uploaded on record pages are not Private. They auto-link to the record; users with record access see the file.
- System admins with Modify All Data can access Private Files. The override exists for compliance and emergency access.
- Files Connect external files have their own privacy. Salesforce-side Private state does not extend to SharePoint or Google Drive originals.
- Private state is computed from ContentDocumentLink records. Apex or API actions that create unexpected links can transition a Private file without obvious UI indication.