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Platform

Permissions

Access control from workspace to individual files.

Permissions

Coline uses a unified permission model that spans from the workspace level down to individual files. Everything follows the same rules: who can see it, who can edit it, who can share it.

Permission Levels

Workspace Roles

Roles determine what you can do within a workspace.

Owner

  • Full control over workspace
  • Manage billing and subscription
  • Delete workspace
  • Transfer ownership
  • All admin and member capabilities

Admin

  • Manage workspace settings
  • Add/remove members
  • Manage apps and integrations
  • Configure security policies
  • Access audit logs
  • Create public channels
  • All member capabilities

Member

  • Create and collaborate on content
  • Join public channels
  • Create private channels
  • Invite external guests (if enabled)
  • Use apps and integrations
  • Access allowed drives and files

Guest (optional, admin-enabled)

  • Limited workspace access
  • Only see explicitly shared content
  • Cannot create public channels
  • Cannot invite other guests

Drive Permissions

Drive permissions control access to file storage.

Full Access

  • Read all files
  • Create new files
  • Edit existing files
  • Delete files
  • Share files with others
  • Manage drive settings

Edit

  • Read all files
  • Create new files
  • Edit existing files
  • Cannot delete others' files
  • Cannot manage drive settings

Comment

  • Read all files
  • Add comments
  • Cannot edit content
  • Cannot create new files

View

  • Read all files
  • Cannot comment or edit
  • Cannot see version history (optional setting)

No Access

  • Cannot see drive exists
  • Cannot access any files
  • Removed from search results

File Permissions

Individual files can override drive defaults.

Explicit Permissions

  • Specific users or groups
  • View, comment, or edit
  • Expiration dates
  • Password protection

Link Sharing

  • Anyone with link (view/comment/edit)
  • Workspace members only
  • Expiration and password

Inheritance

  • Files inherit drive permissions by default
  • Explicit file permissions override drive
  • Folder permissions can cascade

Channel Permissions

Channels have visibility and membership controls.

Public Channels

  • All workspace members can join
  • All members can read history
  • All members can post messages
  • Only admins can archive/delete

Private Channels

  • Invite-only membership
  • Non-members cannot see channel exists
  • Members can add other members (configurable)
  • Only admins or creators can archive

DM Permissions

  • Only participants can access
  • Workspace admins cannot read content
  • Participants can leave (1:1) or remove others (group)
  • Cannot add people to existing DMs (creates new group)

Permission Inheritance

Permissions flow downward with granularity:

Workspace Role
    ↓
Drive Access
    ↓
Folder Permissions (optional)
    ↓
File Permissions

Inheritance Rules:

  1. Workspace role determines base capabilities
  2. Drive access filters what you can reach
  3. File permissions can restrict further
  4. Explicit permissions override inherited ones

Examples:

Scenario 1: Workspace member, drive editor

  • Can create files in the drive
  • Can edit files with drive-default permissions
  • Cannot edit a file explicitly restricted to view-only

Scenario 2: Workspace admin, drive view-only

  • Admin role grants workspace management
  • Drive permissions limit file operations
  • Can override via explicit file grants

Scenario 3: Guest user, specific file access

  • No workspace-level drive access
  • Explicit permission on one file
  • Can only see and access that file

Sharing Models

Direct Sharing

Grant access to specific people:

Users

  • By email (external guests)
  • By username (workspace members)
  • By group (teams, departments)

Permission Levels

  • View, comment, edit
  • Time-limited access
  • Notification on access

Use for:

  • Sensitive documents with specific audience
  • External collaboration
  • Temporary project access

Create shareable URLs:

Link Types

  • View — Read-only, no account required
  • Comment — Can add comments with account
  • Edit — Full editing with account

Link Settings

  • Expiration date
  • Password protection
  • Workspace-restricted
  • One-time use (view once)

Use for:

  • Broad distribution
  • Public documentation
  • Easy collaboration without managing lists

Drive Sharing

Share entire drives:

Models

  • All workspace members — Default for team drives
  • Specific people — Curated access
  • Public — Anyone with link (rare)

Cascading Permissions

  • New files inherit drive permissions
  • Changes to drive permissions apply to all files
  • Explicit file permissions survive drive changes

Permission Visibility

What You Can See

You can always see:

  • Public channels (existence and membership)
  • Drives you have access to
  • Files shared with you
  • Events you're invited to
  • Your own DMs and group DMs

You cannot see:

  • Private channels you're not in (don't appear in list)
  • Drives with no access (no existence hint)
  • Files not shared with you (search won't find)
  • Other people's DMs (complete privacy)

Permission Indicators

UI shows permission status:

  • Lock icon — Private/restricted
  • Eye icon — View-only
  • Pencil icon — Editable
  • Share icon — Shared with others
  • Globe icon — Public access

Managing Permissions

Granting Access

From the file:

  1. Click Share button
  2. Add people by email or username
  3. Set permission level
  4. Optional: Set expiration
  5. Notify via message (optional)

From the drive:

  1. Drive settings → Sharing
  2. Set default permissions
  3. Add specific people with different access
  4. Manage link sharing settings

From the channel:

  1. Channel settings → Members
  2. Invite workspace members
  3. External guests (if enabled)
  4. Set member roles (if private)

Revoking Access

Individual:

  • Remove specific user from file permissions
  • Change permission level (edit → view)
  • Revoke link (generate new link)

Bulk:

  • Change drive default (affects all inheriting files)
  • Remove external guests en masse
  • Archive channel (preserves history, restricts new access)

Audit and Review

Who has access:

  • File permissions panel shows all users
  • Drive settings show member list
  • Channel member list with roles

Access logs:

  • View history (who opened, when)
  • Edit history (who changed, what changed)
  • Share history (who granted access)

Review tools:

  • External access report
  • Orphaned permissions (users no longer in workspace)
  • Overly broad access (files with public links)

Permission Conflicts

Priority Order

When permissions conflict, most specific wins:

  1. Explicit file permission — Highest priority
  2. Folder permission — If set
  3. Drive default permission — Base for files
  4. Workspace role — Global capabilities

Example:

  • Drive default: Edit access for all members
  • File explicitly: View-only for member Alice
  • Result: Alice has view-only (explicit wins)

Common Conflicts

Can't access a file I should see:

  • Check drive permissions first
  • Verify file hasn't been moved to restricted drive
  • Confirm explicit file permission hasn't been set

Guest can see too much:

  • Review drive sharing settings
  • Check for public links
  • Audit inherited permissions

Channel member can't edit file:

  • Channel access ≠ file access
  • File might be in private drive
  • Explicit file permissions might override

Security Best Practices

Workspace Level

  • Enable 2FA for all members (admin setting)
  • Restrict guest invites to admins
  • Require approval for public links
  • Regular audit of external access

Drive Level

  • Default new drives to private
  • Explicitly grant access rather than "all members"
  • Review drive membership quarterly
  • Archive unused drives

File Level

  • Review permissions before sharing externally
  • Set expiration on sensitive links
  • Use password protection for extra-sensitive content
  • Remove orphaned permissions (former employees)

Channel Level

  • Prefer public channels for transparency
  • Use private channels for sensitive topics
  • Regular review of channel membership
  • Archive inactive channels

Troubleshooting

"You don't have permission"

  1. Check if you have workspace access
  2. Verify drive permissions
  3. Look for explicit file restrictions
  4. Contact file owner or admin
  1. Link may have been revoked
  2. File may have been deleted
  3. Workspace may have been archived
  4. Check with link creator

"Can't add member"

  1. Verify you have permission to share
  2. Check if target user has workspace access
  3. Confirm external guests are enabled
  4. Check if you've hit member limits

Next Steps

Containers

Where files live and people collaborate.

Architecture

How Coline is built for scale, security, and real-time collaboration.

On this page

PermissionsPermission LevelsWorkspace RolesDrive PermissionsFile PermissionsChannel PermissionsPermission InheritanceSharing ModelsDirect SharingLink SharingDrive SharingPermission VisibilityWhat You Can SeePermission IndicatorsManaging PermissionsGranting AccessRevoking AccessAudit and ReviewPermission ConflictsPriority OrderCommon ConflictsSecurity Best PracticesWorkspace LevelDrive LevelFile LevelChannel LevelTroubleshooting"You don't have permission""Link not found""Can't add member"Next Steps