Last updated:

Assign or unassign file owners

Learn what it means to be a file owner and how to manage file ownership for users and groups 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 assign owners to any files in your organization.

Assign 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 assign by checking each box and click Done.

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

You can assign up to 5 owners to a file.

Unassign 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 unassign.

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

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.

Need more help?
In this article