Changing access policies for files

After a file has been uploaded in the system, you can select which users and groups have access to the file, and which permission levels they have.

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What you should know

By default, a file inherits the access policy of the case with which it is associated. If a file is associated with multiple cases, user permission levels on the file are defined by the highest ranking permission level from those cases.

If the file is not associated with a case, the access policy for the file is taken from the default Security policies configuration.

You can only change the access policy of a file if you have Manage permission level on the file.

To change the access policy of a file:

  1. Open the file edit page one of the following ways:
    • Open an existing case or create a case, and then click a file in the Files field.
    • From the home page, click Files, and then select a file.
  2. In the Permissions section, select Override permissions from cases.

  3. To add users or groups, do the following:
    1. Click > Add users .
    2. Select which users or groups you want to grant access to, and click Add.
  4. From the drop-down list next to the users or groups, grant them View only, View and download, Edit, or Manage permission level on the file.
  5. To remove a user or group, click X next to their name.
  6. Click Save.
The access policy of the file is overwritten from the access policies of the cases. If you add a user to one of the file's associated cases, the user does not automatically have access to the file. You must manually add that user to the file.


For example, the video file Mall_Employee_Theft.g64 is associated with Case A and Case B. The user, Audrey, has View and download permission level on Case A and Edit permission level on Case B. As a result, Audrey has the higher permission level, Edit, on the Mall Employee Theft.g64 file.