Sharing & Permissions

Who can see a document, who can change it, and how to share something private with specific people.

Overview

Access to a document is decided by two things working together:

1. Your role's permissions — what you may do with documents in general
2. The document's visibility — who that particular document is for

Sharing sits on top as an additive overlay: it can grant access to a private document, and it never takes access away.

Visibility

Every document is either visible to the organization or private.

Visibility	Who can open it
Organization	Everyone in the organization who can read documents
Private	The creator, administrators, and the people or teams it is shared with

Change it from the document's detail panel. The hint in the UI says it plainly: "Private documents are visible to you, admins and people you share them with".

Visibility is not inherited — putting a private document inside a public folder does not make it public, and vice versa. Navigating to a document does still depend on being able to see the folders above it.

An organization-wide default for new documents can be set in Settings → Documents.

Sharing a Private Document

Sharing only applies to private documents. If a document is visible to the whole organization there is nothing to grant, and the share dialog says so:

This document is visible to the whole organization, so sharing adds nothing. Switch it to Private to share it with specific people or teams.

To share:

1. Open the document and click Share
2. Choose Person or Team
3. Pick exactly one person or one team
4. Choose the access level
5. Click Add

Access level	Grants
Can view	Opening, previewing, and downloading the document
Can comment	Viewing, plus commenting once document comments arrive
Can edit	Viewing plus changing the document

Two limits are worth knowing:

• "Can edit" is not a permission grant. As the dialog notes, it "only takes effect for people who also have permission to edit documents". Sharing cannot give somebody an ability their role does not have.
• Only the document's creator or an administrator can share it.

Use Remove access to revoke a share at any time.

note

Comment threads on documents are not available yet — the Can comment level is in place ready for them. For now, treat it as equivalent to Can view.

The DOCS_* Permissions

Seven permissions control the Documents hub. They can be adjusted per role in Settings → Roles & Permissions.

Permission	Allows
DOCS_READ	Browse the tree, search, open documents, download files
DOCS_CREATE	Create folders and pages, upload files, duplicate documents
DOCS_UPDATE	Edit documents, move, rename, archive, share, link records, correct extracted text
DOCS_DELETE	Delete archived documents
DOCS_MANAGE	Open Documents settings, manage the category catalog, run the legacy import
DOCS_REVIEW	Approve and reject documents in the review queue
DOCS_AI_IMPORT	Import documents into AI knowledge, exclude them, and re-index

Default Role Matrix

This is what each role gets out of the box.

Role	READ	CREATE	UPDATE	DELETE	MANAGE	REVIEW	AI IMPORT
Super Admin	✅	✅	✅	✅	✅	✅	✅
Admin	✅	✅	✅	✅	✅	✅	✅
Manager	✅	✅	✅	✅	❌	✅	✅
Employee	✅	✅	✅	❌	❌	❌	❌
Data Entry	✅	✅	✅	❌	❌	❌	❌
Viewer	✅	❌	❌	❌	❌	❌	❌
Candidate	❌	❌	❌	❌	❌	❌	❌
Interviewer	❌	❌	❌	❌	❌	❌	❌

A few consequences of these defaults:

• Employees can write. The hub is not read-only for staff — they can create pages, upload files, and edit what they own.
• Managers can review and delete but cannot administer. A manager cannot change the category catalog or the organization defaults; that stays with administrators.
• Candidates and interviewers see nothing. Documents does not appear in their sidebar at all.

tip

These are defaults, not fixed rules. Roles are editable in Settings → Roles & Permissions, and custom roles can be given any combination of the seven.

Related Pages

• Documents Overview — where each screen lives
• Reviews & Approvals — what DOCS_REVIEW unlocks
• AI Knowledge — what DOCS_AI_IMPORT unlocks
• Settings — what DOCS_MANAGE unlocks
• Custom Roles & Permissions — editing roles