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How do I assign users access to Shared Files? (Role-Based Permissions)

  • February 4, 2026
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For organizations using Role-Based Permissions, user access to preview and download Shared Files is determined by their Role. Any Shared Files the user has access to view will be grouped by category on the My Shared Files page.

 

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Follow the steps listed below to learn how to add Shared File permissions to a Role.

 

Step 1: Select the Role

In the Administrator view, expand the Access Control category on the navigation bar and select ‘Users’.

 

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In the Account Management app, select Roles from the navigation bar.

 

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Click the pencil icon next to the Role you want to add permissions for.

 

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Step 2: Edit Shared File permissions

Scroll to the Permissions section of the page, where the Forms tab will be open by default. Click Shared Files to open the tab.

 

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The first column lists every Shared File category in your site with the subsequent Shared Files indented below them. You can use the search bar to filter the results by name.

  • View allows users to view and download Shared Files uploaded to Apricot on the My Shared Files page.

Note: Checking ‘View’ for a Shared File category will grant users the ability to view and download all Shared Files, including new Shared Files uploaded later, within that category.

 

The toggle in the View column header functions as a Select All option. A gray toggle indicates that users assigned to this role cannot view any Shared File. Once a permission box is checked, the gray toggle will turn yellow, indicating that users are able to view some but not all Shared Files. Clicking the toggle itself will then check the permission box for every available record. The toggle will turn green to indicate that users have access to view all available Shared Files. You can click the toggle once again to uncheck all boxes at once or select the Undo button at the top to revert your most recent changes.

 

Step 4: Save your changes

To confirm your selected permissions, click Update in the bottom-right corner.

 

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What else do you need help with?

 

How do I assign users access to Bulletins in Apricot? | How do I grant Bulletin view permissions to a Role? | How do I allow users to see all Bulletins in a category? | How do I use toggles to manage Bulletin permissions? | How do I filter Bulletins when assigning permissions? | How do I save changes after editing Bulletin access? | How do I update a Role’s permissions for Bulletins?

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