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Documents and Media Permissions Reference

Liferay 7.4 U76+/GA76+

Manage access to Documents and Media assets using application and resource permissions. With role-based access control, you can ensure only the intended users can create, view, download, and manage documents.

You can grant these permissions in the Roles application under Content & Data in the permissions side panel.

Grant Documents and Media permissions in the Roles application under Content & Data in the permissions side panel.

Alternatively, you can assign individual resource permissions in the Documents and Media application.

Assign individual resource permissions in the Documents and Media application.

See Defining Role Permissions for more information.

General Permissions

General permissions grant access to the Documents and Media application itself and do not grant resource-related permissions.

Permission Description
Access in Site and Asset Library Administration Access the Documents and Media application in the Site Menu ( Site Menu ) or Asset Library.
Configuration View and modify configuration options for Documents and Media.
Permissions View and modify application permissions for Documents and Media.
Preferences N/A
View View the Documents and Media application page.

Resource Permissions

Resource permissions grant access to view and act on resources in the Documents and Media application. Some of these permissions are for creating entities, while others are for acting on existing entities (e.g., folders, documents).

Documents

Permission Description
Add Document Add documents in Documents and Media.
Add Document Type Add document types in Documents and Media.
Add Folder Add folders in Documents and Media.
Add Repository Add repositories in Documents and Media.
Add Shortcut Add shortcuts (links) to files and external videos in Documents and Media.
Add Metadata Set Add metadata sets in Documents and Media.
Permissions View and modify permissions related to creating and managing resources (e.g., folders, files).
Subscribe Subscribe to receive email notifications for resource events.
Update Edit resources in Documents and Media.
View View resources in Documents and Media.

Documents Folder

Permission Description
Access Access folder contents.
Add Document Add documents to folders.
Add Shortcut Add shortcuts (links) to any file in folders that the role is authorized to view.
Add Subfolder Add sub-folders to folders.
Delete Move folders to the recycle bin.
Permissions View and modify folder permissions.
Subscribe Subscribe to receive email notifications when files are added to or modified in folders.
Update Edit or move folders.
View View folders.

Document

Permission Description
Add Discussion Add comments to documents.
Delete Move documents to the recycle bin.
Delete Discussion Delete comments from documents.
Download Download documents.
Override Checkout Make changes to documents even when checked out by another user.
Permissions View and modify document permissions.
Update Edit or move documents.
Update Discussion Edit document comments.
View View documents. Users with this permission can view all document metadata (e.g., title, description, adaptive media images, previews, thumbnails) and anything defined in attached document types and metadata sets.
important

For Liferay 7.4 U75/GA75 and earlier versions, the view permission grants users permission to download assets. For 7.4 U76+/GA76+, Documents and Media includes a separate download permission, so you can manage view and download access separately. When upgrading, Liferay automatically assigns the download permission to all roles with the view permission. By default all users, including unauthenticated users, can download files. If you want to limit download access, you must remove this permission from roles that should not be able to download files.

Shortcut

Permission Description
Delete Move shortcuts to the recycle bin.
Permissions View and modify shortcut permissions.
Update Edit or move shortcuts.
View View shortcuts.

Document Type

Permission Description
Delete Permanently remove document types.
Permissions View and modify permissions for document types.
Update Edit document types.
View View document types.

Document Metadata

Permission Description
Delete Permanently remove metadata sets.
Permissions View and modify permissions for metadata sets.
Update Edit metadata sets.
View View metadata sets.