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Manage file owners

Learn what it means to be a file owner and how to add, remove, or replace owners for single and multiple files in Documents via the web app.

What does it mean to be a file owner?

In Documents, a file owner is the user or group responsible for a file. Assigning an owner makes it clear who is accountable for keeping the file up to date and allows you to filter your files by owner, so you know who's responsible and which files are yours to maintain.

We’re working on expanding the role of file owners!

Soon, owners will receive notifications when actions are needed, like approving updates or adding a new version before a file expires. This will help keep your files controlled and meet compliance requirements such as ISO standards.

If you have "Documents: Administrator" permission, you can manage owners to any files in your organization.

Add a file owner

  1. Log in to the web app.

  2. Select File iconDocuments from the menu on the left-hand side.

  3. Select a folder if you want to add an owner to a file in it.

  4. Click More vertical icon on the file's right-hand side and select Pencil iconEdit file.

  5. In the side panel, click the dropdown under "Owners" and select Users iconGroups or User (clear) iconUsers.

  6. Select the group or user you want to add by checking each box and click Done.

  7. Click Save on the upper-right of the page.

You can add up to 5 owners to a file.

Bulk add file owners

  1. Log in to the web app.

  2. Select File iconDocuments from the menu on the left-hand side.

  3. Select the files by checking the box on the left-hand side of the page.

  4. Select User circle iconManage owners at the bottom of the page.

  5. In the pop-up window, select User with plus iconAdd.

  6. Click the dropdown under "Owners" and select Users iconGroups or User (clear) iconUsers.

  7. Select the group or user you want to assign by checking each box and click Done.

  8. Click Update.

Remove a file owner

  1. Log in to the web app.

  2. Select File iconDocuments from the menu on the left-hand side.

  3. Click More vertical icon on the file's right-hand side and select Pencil iconEdit file.

  4. Under "Owners", click Cross/close/clear icon on the user or group you want to remove.

  5. Click Save on the upper-right of the page.

Bulk remove file owners

  1. Log in to the web app.

  2. Select File iconDocuments from the menu on the left-hand side.

  3. Select the files by checking the box on the left-hand side of the page.

  4. Select User circle iconManage owners at the bottom of the page.

  5. In the pop-up window, select Cross icon (colored)Remove only.

  6. Click the dropdown under "Owners" and select Users iconGroups or User (clear) iconUsers.

  7. Select the group or user you want to remove by checking each box and click Done.

  8. Click Update.

Bulk replace file owners

  1. Log in to the web app.

  2. Select File iconDocuments from the menu on the left-hand side.

  3. Select the files by checking the box of on the left-hand side of the page.

  4. Select User circle iconManage owners at the bottom of the page.

  5. In the pop-up window, select Arrow (rotate) iconReplace all.

  6. Click the dropdown under "Owners" and select Users iconGroups or User (clear) iconUsers.

  7. Select the group or user you want to assign by checking each box and click Done.

  8. Click Update.

Frequently asked questions

If a file’s owner is deactivated or deleted, the file remains accessible. However, you won’t be able to add or remove labels, or upload a new version until the deactivated or deleted owner is unassigned.

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