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Access Control & Visibility

December 18, 2025
Contributed by: 
P

Access control within Projects defines what each user can view, create, modify, or delete across resources such as files, requests, comments, and tasks. Visibility ensures users only see the content that’s relevant to their role and assigned responsibilities, maintaining structured collaboration and data security.

Projects in ShareFile support four primary user roles, each with a different scope of access and visibility.

Roles in a Project

Role Who They Are What They Can Do
Owner The person who creates or manages the project. Has full control - can create, edit, delete, and share everything.
Team Member An internal collaborator Can view and work on shared resources (requests, files, tasks).
Employee An internal team user Can either have Full View (see all content) or Limited View (see only assigned items).
Client External partner or customer Can only see or act on what’s directly shared or assigned to them.

View Levels

Projects offer two visibility modes:

  • Full View: This view enables the user to see everything in the project you have access to.
  • Limited View: This view enables the user to see and act only on what’s assigned to you.

What Each Role Can Do

Owner

  • Full access to all project content.
  • Can create, edit, and delete files, tasks, requests, and tables.
  • Can share and manage access for others.
  • Can export or download all content.

Team Member

  • Can view all content in the project.
  • Can create or update resources shared with them (like files or tasks).
  • Cannot delete or share the project.
Full View
  • Can view all project content, including requests, tasks, and files.
  • Can add comments.
  • Cannot modify, delete, or share content.
Limited View
  • Can view only assigned requests, files, or tasks.
  • Cannot create or modify content.

Client

Full View
  • Can view and respond to document or information requests.
  • Can view comments and signed documents returned to the project.
Limited View
  • Can access only assigned items (e.g., a single task or document request).
  • Cannot upload or view unassigned files or folders.

Access and Permissions Summary

Action Owner Team Member Employee(Full) Employee(Limited) Client(Full) Client(Limited)
View Project Yes Yes Yes Yes Yes Yes
Upload Files Yes Yes Yes No Yes No
Create/Edit Requests Yes Yes No No No No
Add Comments Yes Yes Yes No Yes No
Assign/Complete Tasks Yes Yes No No Yes Yes (if assigned)
Download Files Yes Yes No No Yes Yes
Access Control & Visibility
December 18, 2025
Contributed by: 
P
December 18, 2025
Contributed by: 
P

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