General access and restricted items
Full access only. General access, at the top of the Share dialog, sets who in the workspace reaches a folder or document. Most things stay open to everyone, but some, such as hiring notes or a draft announcement, need a smaller circle.
| General access | Who can open it |
|---|---|
| People in this workspace can edit (the default) | Everyone, as their workspace role allows: Members edit and Viewers read. |
| People in this workspace can view | Everyone can read it. Editing needs Can edit or Full access on it, and an Owner, Admin or Member role. |
| Restricted | The people and teams you add, workspace Owners, and people with Full access to a folder above it. |
These settings apply to published documents. A draft stays private to its author and the co-authors they invite.
Documents have a fourth setting, Anyone with the link, which makes a public link. Beside it, Inside the workspace keeps one of the three settings above for people in the workspace.
A restricted folder or document can be opened only by:
- the people and teams listed under Direct access on it, and
- people with Full access to the workspace or to the folders above it.
Access to something inside a restricted folder doesn’t open the folder itself. If someone shares only a document inside a folder you can’t open, you’ll find the document under Shared with you.
With People in this workspace can view, everyone can also read it. Editing needs Can edit or Full access on it, and an Owner, Admin or Member role.
Change general access
Section titled “Change general access”- Open the Share dialog: Share in the header, or Share… in the sidebar menu.
- Under General access, pick a setting.
- Moving to Restricted always asks first and names who will lose access, for example “3 people will lose access”. Check the list, then choose Restrict.
People who lose access lose it at once. If they have the document open, it becomes read-only in front of them; it doesn’t wait for them to reload.
A folder or document inside a folder that isn’t open to everyone takes that folder’s setting. Its Share dialog says so, for example “From folder Hiring: Everyone in the workspace can read it. Only people you add can edit.”
Restricted items show a lock in the sidebar. To open one to everyone again, choose People in this workspace can edit.