Share a document
Your ÃÛ¶¹ÊÓƵ Workfront administrator grants users access to view or edit documents when they assign access levels, as explained in Grant access to documents.
The access level that the Workfront administrator grants to users allows them to either view or edit documents. In addition to this, other users can also grant others permissions to view or manage specific documents that they uploaded themselves or that they have access to share.
Permissions are specific to one item in Workfront and define what actions one can take on that item. For information about object permissions, see Overview of sharing permissions on objects.
The user who uploads a document to Workfront has Manage permissions to it, by default.
For information about sharing an entire document folder, see Share a document folder.
Access requirements
You must have the following to share objects:
| table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header | |
|---|---|
| ÃÛ¶¹ÊÓƵ Workfront plan | Any |
| ÃÛ¶¹ÊÓƵ Workfront license |
New: Standard Or Current: Work or higher |
| Access level configurations | View access or higher to the objects you want to share |
| Object permissions | View permissions or higher to the objects you want to share |
For more information, see Access requirements in Workfront documentation.
Considerations about sharing documents
In addition to the considerations below, also see Overview of sharing permissions on objects.
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Sharing a document is similar to sharing any other object in Workfront. For information about how to share documents in Workfront, see Share an object.
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You can grant the following permissions to documents:
- View
- Manage
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You can also share a document publicly or system-wide.
note caution CAUTION We recommend that you use caution when sharing an object containing confidential information with external users. This allows them to view information without being a Workfront user or part of your organization. -
You can share a document with someone who does not have a Workfront account, by adding their email address in the Give document access to field.
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When you share a document, users have the same access to all the document versions and all the document proofs.
For more information about proofing in Workfront, see the Proofing section. -
You can inherit permissions to documents from the objects they are associated with. Your Workfront administrator can restrict the inheritance of permissions for documents in your access level.
For more information about restricting inherited permissions on documents, see Create or modify custom access levels.
You can manually remove inherited permissions on documents. For more information, see Remove permissions from objects
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An attached document inherits permissions only from the object where it was attached. If you create a folder on the object and move the document into the folder, it inherits the folder’s permissions. But, if you create a folder on a parent or grandparent object and move the document into that folder, it does not inherit that folder’s permissions.
Share a document
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Click the Main Menu icon
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On the Documents page, hover over the document you want to share and click the Document Details link that appears. The Document details page opens.
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Click the More icon
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In the Grant document access to field, begin typing the name of the user, team, role, group, or company you want to share the document with, then click the name when it appears in the drop-down list.
note tip TIP You can only share a document with active users, teams, roles, or companies. -
(Optional) Select the Who has access drop-down and select the document’s access level:
- Only invited people can access: Only users who are invited to the document can access it (Default).
- Everyone in the system can view: All users in the system can view the document without an invitation.
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(Optional) To make the document public, click the gear icon
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Click the drop-down to the right of the user’s name and select their permission level for this document:
- View: User can review and share the document.
- Manage: User has full access to the document without administrative rights, which are granted at the access level (also includes all View permissions).
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(Optional) Click the advanced options icon next to the permission level you’ve granted to configure specific permissions on the document.
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(Optional) To turn off inherited permissions for the document’s children objects, click Turn off inline with Inherited permissions.
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(Conditional) To copy the public link that allows you to share the document with external users, click Copy public link.
note caution CAUTION We recommend you use caution when sharing a document containing confidential information with external users. This allows them to view information without being a Workfront user or part of your organization. -
Click Save.
Share documents in bulk
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Click the Main Menu icon
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In the All Documents tab on the Documents page, hold down Command (Mac) or Ctrl (Windows) on your keyboard, then click on each document you want to share.
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At the top of the page, click the Share icon
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In the Grant document access to field, begin typing the name of the user, team, role, group, or company you want to share the documents with, then click the name when it appears in the drop-down list.
note tip TIP You can only share documents with active users, teams, roles, or companies. -
(Optional) Select the Who has access drop-down and select the documents’ access level:
- Only invited people can access: Only users who are invited to the documents can access it (Default).
- Everyone in the system can view: All users in the system can view the documents without an invitation.
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Click the drop-down to the right of the user’s name and select their permission level for the documents:
- View: User can review and share the documents.
- Manage: User has full access to the documents without administrative rights, which are granted at the access level (also includes all View permissions).
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(Optional) Click the advanced options icon next to the permission level you’ve granted to configure specific permissions on the documents.
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Click Save.
Document permissions
The following table displays what permissions you can grant users when allowing them to view or manage documents:
* Action is shared by both Documents and Document Folders.
** You must have a separate proofing license associated with your Workfront account to be able to proof documents. Contact your account manager about acquiring a proofing license. For more information about proofing in Workfront, see Proofing.