Sharing files and folders with crew, collaborators and areas
Share a Drive file or folder with crew members, collaborators and areas at View, Edit or Admin, and how collaborator and area roles cap what members get.
Everyone already sees the Drive sections their role allows. Sharing gives access to a specific file or folder beyond that: the rigging plot in the Event section that one collaborator needs, or a folder an area's crew should work in. Sharing a folder covers everything inside it, including files added later.
Sharing a File or Folder
Open the share dialog
Add people or groups
Choose the access
The dialog lists everyone the item is Shared with. Change an entry's access or remove it from there. Sharing, changing and removing access need Admin on the item. Each crew member, collaborator or area can appear once per item.
Access Levels
| Access | What it allows |
|---|---|
| View | Open and download the file, see its versions, formats and comments, and comment |
| Edit | Everything in View, plus edit the file's details and upload new versions and formats |
| Admin | Everything in Edit, plus move, share, change access, create sharing links and delete |
Taking part in a review is separate from access: a crew member reviews because they were added as a reviewer, which gives them View if they had nothing. See reviews and comments.
How Collaborator and Area Shares Work
Sharing with a crew member gives that person exactly the access you choose.
Sharing with a collaborator or an area reaches the people who belong to it, but the level you choose is a ceiling, not a grant. Each member gets the lower of the shared level and what their own role on that collaborator or area allows:
| Member's role on the collaborator or area | Most they get from the share |
|---|---|
| Admin, or Files admin | Admin |
| Edit files | Edit |
| Read | View |
So sharing a file with a collaborator at Admin gives its admins full control while its read-only members can only view. Items shared with a collaborator or area appear in the Shared folder of that collaborator's or area's section.
Choosing How to Share
Share with a collaborator or area at View when a whole team needs to see something. Share with individual crew members when one person needs to edit. Share a folder rather than each file when the set will keep growing.