Setting up a library and its permissions is a focused task. The steps below cover library creation, member assignment, and ongoing management.
- Create the library
Files tab > Libraries > New Library. Name it, describe its purpose, and save.
- Configure Content Type
Setup > Files > Content Types. Define metadata fields for the library (Asset Type, Brand, Region).
- Assign Content Type to library
Edit the library; assign the Content Type. Authors now fill in those fields when uploading.
- Add members
From the library detail, click Manage Members. Add individual users or public groups with the appropriate permission (Viewer, Author, Library Administrator).
- Upload initial content
Add the starting set of files. Use the Content Type fields to tag consistently from day one.
- Communicate to users
Tell members the library exists and where to find it. Without communication, libraries become invisible to the people they were built for.
- Audit membership quarterly
Review the member list. Remove users no longer needing access; promote or demote permissions as roles change.
Read-only access. The default for general users.
Read plus contribute new files and edit metadata.
Full control including membership and library deletion.
Single user added by ID.
Group added; all members inherit the permission.
- Library Permission is per library. There is no global files admin permission below Modify All Data.
- Library Administrator can delete the library. Assign sparingly; deletion is destructive.
- Membership changes propagate immediately. Removing a user from a group with library access cuts off their access without further action.
- Content Type fields are set per library, not per file. Switching Content Type later does not retroactively populate the new fields on existing files.
- Library files appear in global search for members. Confidential content in a library with broad membership becomes broadly visible; restrict membership accordingly.