Sharing¶
File sharing enables collaboration within your Salesforce organization without using Salesforce Files as storage.
In Google Client, sharing is controlled through two separate access paths:
- Direct Sharing (share with a user / group / queue)
- Record Link Access (assign the file to a Salesforce record and define what that link grants)
The security layer combines both paths and applies the highest access level the user qualifies for.
How to Open Sharing¶
- Open a file in Salesforce.
- The file opens in the Preview Window.
- Click the Share button (second button on the toolbar).
1) Direct Sharing (People & Groups)¶
Users with Collaboration Access can share files directly with:
- Internal Users
- Public Groups
- Queues (work distribution scenarios)
- Customer Community Users (where applicable)
Note: For collaborators, some sharing actions may be restricted and require the file owner to make the change, please keep this in mind.
Access Levels (Direct Sharing)¶
- Viewer — read-only: view or download
- Collaborator — full access: view, modify, upload new versions
2) Record Link Access (Files Assigned to Records)¶
A file can be assigned to a Salesforce record (Account, Case, Opportunity, etc.).
This creates a File Link, and each link has a Share Type that defines what access the record relationship can grant.
Share Type (Record Link)¶
| Share Type | Behavior |
|---|---|
| None | Grants no access through the record link (link is kept for traceability) |
| Viewer | Grants View access (if the user can see the record) |
| Set by Record | Access is derived from record permissions (Edit → full, Read → read-only) |
How Access Is Calculated¶
For any file, the system evaluates:
- Ownership
- Direct shares (user / group / queue)
- Record links and their Share Type
- Internal vs external user rules
If multiple rules apply, the Google Client security layer chooses the highest access level.