Manage access and share document links

Choose who can see, add, change and delete documents and doctypes, and share a link with a colleague.

Document Management: manage access and share document links

How access works

Access to Document Management comes from roles, like the rest of Droplet. Two permissions on a role control it:

Documents
Working with the documents themselves: finding, opening, uploading, correcting and deleting them.
Document Types
Working with doctypes: creating them, changing their fields and sorting paths, and deleting them.

Each permission has the actions View, Create, Update and Delete, or All for every action.

PersonDocumentsDocument Types
Looks documents upViewNone
Uploads and checks documentsView, Create, UpdateNone, or View
Sets up doctypes and filingView, UpdateAll
Records manager who removes documentsAdd Delete only for people whose job includes itAs needed

Changing a document's doctype from its details panel needs Document Types Update.

Anyone with Documents View can see every document in your organization. Folders and doctypes organize documents but don't hide them from people who have access. Don't use the Condition option on these permissions to limit which documents someone can see. Before filing sensitive records such as HR or student files, review who has Documents View.

Give someone access

1
Open the role

Go to Organization, then the Roles tab. Click the three-dot menu on the role and choose Edit.

2
Add or edit the permission

Click + Permission and choose Documents or Document Types as the resource, or click the pencil next to one the role already has.

3
Pick the actions

Under Add Actions for this Permission, select only the actions this role needs.

4
Save

Click Save Role. Everyone with the role gets the change.

The Edit Role page with Role Details on the left and permissions including Document Types and Documents on the right

Document Types and Documents sit alongside the other permissions on a role.

Editing the Documents permission, with the actions list open showing View, Create, Update, Delete and All

Choose the actions for each permission.

People can have more than one role, and their permissions add up across all of them. For creating roles and assigning them to people, see Roles and access.

Test it

Ask someone with the role to open Docs and try what they should be able to do, and something they shouldn't, such as deleting a document. Fix the role before adding sensitive records.

  1. In Docs, right-click the document or folder and choose Share. The link is copied.
  2. Paste it into an email or chat to a colleague.

The link only opens for people who sign in to your organization in Droplet and have access to Docs. Sharing a link doesn't give anyone access. Who shared what is recorded in the document's Activity tab.

Links are for people inside your organization. To send a document to someone outside it, download the file and send it through your organization's approved method.
Last reviewed by Nick Duell and published on October 26, 2026 10AM ET