- Using SafetyCulture
- Documents
- Manage file owners
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.
What you'll need
If you have "Documents: Administrator" permission, you can manage owners to any files in your organization.
Add a file owner
Select
Documents from the menu on the left-hand side.Select a folder if you want to add an owner to a file in it.
Click
on the file's right-hand side and select 
Edit file.In the side panel, click the dropdown under "Owners" and select
Groups or 
Users.Select the group or user you want to add by checking each box and click Done.
Click Save on the upper-right of the page.
You can add up to 5 owners to a file.
Bulk add file owners
Select
Documents from the menu on the left-hand side.Select the files by checking the box on the left-hand side of the page.
Select
Manage owners at the bottom of the page.In the pop-up window, select
Add.Click the dropdown under "Owners" and select
Groups or Users.Select the group or user you want to assign by checking each box and click Done.
Click Update.
Remove a file owner
Select
Documents from the menu on the left-hand side.Click
on the file's right-hand side and select Edit file.Under "Owners", click
on the user or group you want to remove.Click Save on the upper-right of the page.
Bulk remove file owners
Select
Documents from the menu on the left-hand side.Select the files by checking the box on the left-hand side of the page.
Select
Manage owners at the bottom of the page.In the pop-up window, select
Remove only.Click the dropdown under "Owners" and select
Groups or Users.Select the group or user you want to remove by checking each box and click Done.
Click Update.
Bulk replace file owners
Select
Documents from the menu on the left-hand side.Select the files by checking the box of on the left-hand side of the page.
Select
Manage owners at the bottom of the page.In the pop-up window, select
Replace all.Click the dropdown under "Owners" and select
Groups or Users.Select the group or user you want to assign by checking each box and click Done.
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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