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 ( ) 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.

Liferay DXP 2024.Q3+/Portal 7.4 GA125+ When a document has restricted visibility, the Not Visible to Guest Users icon () appears next to the document’s name. This happens in contexts such as List, Table, or Cards view modes, when editing the document, or when selecting a document to display it on a page.

Tip

If the Not Visible to Guest Users icon does not appear after managing the view permission for documents in the Documents and Media application, try refreshing your page.

Use the Not Visible to Guest Users icon to identify which documents have restrictions to their visibility.

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, and 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 and view the actual contents of documents locally. Users with this permission can view the document without needing the “View” permission.
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, users could download assets with the View permission. Starting with 7.4 U76/GA76, there is a separate Download permission for managing view and download access. During the upgrade, Liferay automatically assigns the download permission to roles with the View permission. By default, all users, including unauthenticated ones, can download files; to limit this, remove the download permission from specific roles.

The View permission allows visibility of a document’s metadata and file entry in Liferay but not its actual content. Conversely, the Download permission allows retrieving and viewing the full document content locally.

For documents like images, viewing them in a browser requires downloading them to the local device, so the Download permission is necessary to view images online. Understanding these distinctions is essential for effective permission management and access control.