Access Control
Sharing access to an individual document
Limit one file to chosen people, or share it with someone who cannot open its folder.
Step 1
Open Manage Access on the file
A file normally follows its folder's access. Change it on the file itself for an exception: one sensitive file in an open folder, or one file in a restricted folder that someone outside it needs. Right-click the file in the Documents list and choose Manage Access. You can do this for files you uploaded; Owners and Admins can do it for any file.
Pay.xlsx
Plan.pdf
Step 2
Choose Restricted
Press Restricted. You are added to the list. The note under it explains that if the file sits in a restricted folder, people also need that folder, unless you share the file on its own, which the next steps cover.
Manage Access
Configure who can access Pay.xlsx
Entire Organization
All members of your organization can access this file.
Restricted
Only specific users can access this file. Note: if this file is inside a restricted folder, people also need access to that folder, unless you confirm sharing this file independently of it.
Search and select groups to grant access.
Restrict from other admins
Organization Admins who aren't explicitly listed above won't be able to see this file. The organization owner can always access it.
Step 3
Add people and groups
Search Allowed Users and Allowed Groups and press each one to add them. Press × to take someone off.
Manage Access
Configure who can access Pay.xlsx
Search and select groups to grant access.
Restrict from other admins
Organization Admins who aren't explicitly listed above won't be able to see this file. The organization owner can always access it.
Step 4
Hide it from other admins too
Admins can still open a restricted file unless you tick Restrict from other admins. The Owner can always open it.
Manage Access
Configure who can access Pay.xlsx
Search and select groups to grant access.
Restrict from other admins
Organization Admins who aren't explicitly listed above won't be able to see this file. The organization owner can always access it.
Step 5
Save, and confirm if asked
Press Save Changes. If someone you added cannot open the file's folder, a note explains they will see this file only, and the button becomes Confirm & Save. Confirming shares the file on its own: it keeps its list even if the folder's access changes later.
Manage Access
Configure who can access Pay.xlsx
Some people you added don't have access to this file's folder. They'll only be able to open this file itself, not the folder or anything else inside it. Save again to confirm.
Search and select groups to grant access.
Restrict from other admins
Organization Admins who aren't explicitly listed above won't be able to see this file. The organization owner can always access it.
Step 6
What the other person sees
A file shared on its own appears under Shared with me in their Folders panel, with who shared it and when.
Folders
Step 7
How it looks afterwards
A restricted file shows a Private badge in the list. Press the badge to open Manage Access again. Switching it back to Entire Organization makes it follow its folder again.
Pay.xlsx
PrivatePlan.pdf
Try it in Secretary, or create an account to get started.
Related guides
Restricting a folder to specific people
Limit who can see a folder and everything in it to chosen people and groups.
Seeing who has access
Check exactly who can open a file or folder before you share it or put something sensitive in it.
Checking Documents activity and permissions
See who uploaded, downloaded, moved, shared or deleted what, and who has access to what.