Setting a file to Privately Shared is implicit: any sharing action on a Private file (with specific users, groups, or records) transitions to this state. The platform computes the state from the resulting links.
- Start with a Private or new file
Upload a file to the Files tab or open an existing Private file.
- Click Share
On the file detail page, click Share. The Share dialog opens.
- Add users, groups, or records
Search for and add the users, groups, or records who should have access. Pick the right ShareType (Viewer or Collaborator).
- Save the sharing
Click Done. The ContentDocumentLink records are created. The file is now Privately Shared.
- Verify the privacy state
Open the file. The privacy state appears as Privately Shared. Check the sharing list to confirm the right users have access.
- Adjust as needed
Add or remove users to refine sharing. Each change updates the privacy state if it changes the underlying link composition.
Add ContentDocumentLink records per user.
Group members inherit the file access.
Users with record access see the file via the record relationship.
Library members get access per Library permissions.
- Records with broad sharing (Public Read/Write OWD) effectively make linked files org-wide visible. Check record sharing before sharing files via records.
- Multiple sharing methods stack: a user can be a Collaborator via direct link, a Viewer via group membership, and an Owner via record sharing. The user gets the strongest permission.
- Sharing a file on a record cascades to users with record access. If the record is shared with everyone, the file effectively transitions to Your Company state.
- Removing the last non-Owner ContentDocumentLink reverts to Private state automatically. Useful for retracting collaboration; surprise to users who relied on the file appearing.