File, Private
A Private File in Salesforce is a File visible only to its Owner.
Definition
A Private File in Salesforce is a File visible only to its Owner. No other users in the org can see, download, or edit it; the file does not appear in anyone else''s Files tab, search results, or related lists. Private is the most restrictive of Salesforce''s four file privacy states (Private, Privately Shared, Your Company, Public on the Web), and it is the default when a user uploads a File directly to the Files tab without any record context.
Private Files are how Salesforce supports personal-storage use cases: drafts you are working on, scratch notes, files you want to keep on the platform without sharing yet. Once you share a Private File with a user, group, or record, it transitions to one of the broader privacy states. The transition is one-way unless you explicitly remove the sharing; Private is the starting point, and you choose when to widen visibility.
How Private File state works
The four file privacy states
Salesforce defines four privacy states for Files: Private (Owner only), Privately Shared (Owner plus explicitly shared users), Your Company (all internal users), and Public on the Web (anyone with the link, requires public sharing toggle). Each state is determined by the existing ContentDocumentLink records on the file; the platform classifies the state automatically.
When a File is Private
A File is Private when its only ContentDocumentLink is the one connecting it to its Owner (LinkedEntityId = OwnerId). No other links exist; no record sharing, no group sharing, no library publishing. The file appears only in the Owner''s Files tab; no one else sees it in search, lists, or feeds.
Transitioning from Private to Shared
Sharing a Private File with anyone else (adding a ContentDocumentLink with LinkedEntityId pointing to a User, Group, Record, or Library) transitions the file to Privately Shared. The transition is automatic when the new link is created; no separate state change action is required.
Default state at upload
Files uploaded to the Files tab (with no record context) start as Private. Files uploaded on a record page automatically get a ContentDocumentLink to that record and start as Privately Shared. The upload context determines the initial state.
Search and Private Files
Private Files are searchable only by the Owner. Even users with broad permissions like Modify All Data must explicitly use the override to access Private Files; standard search and the Files tab respect privacy. This is by design: the Owner controls visibility absolutely.
Private and the Files Connect external repositories
Files Connect external repositories (SharePoint, Google Drive) have their own privacy models; Salesforce surfaces them but does not enforce Salesforce-side privacy. A Private external file in SharePoint is private in SharePoint; Salesforce respects that source-system privacy. This separation matters for compliance use cases.
Auditing Private Files in the org
Admins can audit Private Files via SOQL: SELECT Id, OwnerId, Title FROM ContentDocument WHERE [no other links exist]. This requires checking ContentDocumentLink records to identify Private state. Audit catches Files that should have been shared but were not, and Files that should be cleaned up.
How to keep a Salesforce File Private
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.
Trust & references
Straight from the source - Salesforce's reference material on File, Private.
- File Sharing OverviewSalesforce Help
About the Author
Dipojjal Chakrabarti is a B2C Solution Architect with 29 Salesforce certifications and over 13 years in the Salesforce ecosystem. He runs salesforcedictionary.com to help admins, developers, architects, and cert/interview candidates sharpen their fundamentals. More about Dipojjal.
Test your knowledge
Q1. Who would typically configure or interact with File, Private?
Q2. What best describes the purpose of File, Private in Salesforce?
Q3. Which Salesforce Cloud is File, Private most closely associated with?
Discussion
Loading discussion…