Permissions & visibility: Who can see/do what

Visibility follows Salesforce sharing for records and files, while actions depend on user permissions and your configuration. Some actions are intentionally disabled for community users to protect data and simplify the experience.  

Who can see files 

Users see files allowed by record access and file sharing. Component configuration (sources, filters, limits) can further constrain visibility or shape how results appear (e.g., File Tree hierarchy, grouping).  

Who can act on files 

Row actions (download, share, exclude, remove, delete, upload new version, edit image, etc.) appear when the admin enables them and the user has permission. The same action set is available per-file in Slider, List, and Tile where configured.  

Communities 

On Experience Cloud pages, actions such as Upload new version, View Version History, Edit image, File Mate, Share, Delete, Exclude from Viewer, and Remove from Record are not supported. HEIC can be viewed by community users, but downloading and converting HEIC is restricted.  

Considerations 

• Ensure Admin Setup reflects your governance standards (allowed types, compression presets, action availability). 

• If an action is missing, check both the user’s permissions and the configuration for that placement.  

Related: Admin Setup — Permissions · Admin How-tos · End-User How-tos