# Salesforce Files, libraries and Chatter group access

*Platform Sharing and Visibility Architect Study Guide · Access to Other Data · Last updated October 26, 2026 · https://www.certifyforce.com/study-guide/platform-sharing-and-visibility-architect/access-to-other-data/salesforce-files-libraries-and-chatter-group-access*

Control who can see and change Salesforce Files (Viewer, Collaborator, Set by Record, privacy on records, preventing reshare), share them outside the org with public links or content deliveries, govern library files with library permissions, and secure files in Experience Cloud sites and public, private and unlisted Chatter groups.

- Certification: Salesforce Platform Sharing and Visibility Architect
- Exam section: Access to Other Data
- Study guide: https://www.certifyforce.com/study-guide/platform-sharing-and-visibility-architect

**Official exam objective:**

> Given a scenario, determine the appropriate access control needed to grant access to data that is not standard or custom objects.

## What the exam expects

- Choose Viewer, Collaborator or Set by Record file access, and predict the defaults for people, groups, records and the company.
- Hide one file on a record, or stop resharing, without changing anyone's record access.
- Pick a public link or a content delivery from password, expiry and tracking requirements, and enable them.
- Assign library permissions per library, including Deliver Content for library files.
- Secure files in Experience Cloud sites, including guest access, and choose public, private or unlisted Chatter groups.

Key terms: **Collaborator** (can edit and upload new versions); **Set by Record** (file access follows record access); **content delivery** (tracked link with password and expiry); **library permission** (privileges a member has in one library); **unlisted group** (hidden from nonmembers, even admins).

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Person share default | Collaborator | [Change File Access](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.collab_files_change_access.htm) |
| Group and company share default | Viewer | [Change File Access](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.collab_files_change_access.htm) |
| Link recipients | View and download only, never collaborators | [Change File Access](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.collab_files_change_access.htm) |
| Set by Record | Read/write gives Collaborator, read-only gives Viewer | [Set by Record](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.admin_files_on_record_sharing_setting.htm) |
| Prevent sharing and unsharing | Existing shares are kept | [File Privacy and Sharing](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.collab_files_upload_share.htm) |
| Content view tracking | Content deliveries only, not public links | [Content Deliveries and Public Links](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=admin_files_libraries_content_deliveries_public_links.htm) |
| Library file links | Need Deliver Content in the library permission | [Content Deliveries and Public Links](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=admin_files_libraries_content_deliveries_public_links.htm) |
| Manage Library | All privileges except Deliver Content | [Library Permissions](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.content_workspace_perm_add.htm) |
| Guest file access | Give access to public API requests on Chatter | [Site File Visibility](https://help.salesforce.com/s/articleView?id=sf.networks_files_visibility_and_sharing.htm&language=en_US&type=5) |
| Unlisted group access without membership | Manage Unlisted Groups only | [Unlisted Chatter Groups](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=collab_unlisted_groups_overview.htm) |

## Check yourself

- Why can't a file link recipient upload a corrected version?
- When does a user with read-only access to an opportunity get Viewer access to its files automatically?
- Why can one user author content in one library and only comment in another?
- Why can a View All Data user read a private group's posts but not an unlisted group's?

## Sources

- [Change File Access in Lightning Experience](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.collab_files_change_access.htm)
- [Set File Sharing to Inherit Record Permissions](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.admin_files_on_record_sharing_setting.htm)
- [File Privacy and Sharing](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.collab_files_upload_share.htm)
- [Make a File Private on a Record](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.collab_files_make_private_on_record.htm)
- [Enable Content Deliveries and Public Links](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=admin_files_libraries_content_deliveries_public_links.htm)
- [Create and Edit Library Permissions](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.content_workspace_perm_add.htm)
- [Manage Library Permissions](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.content_workspace_perm.htm)
- [File Visibility and Sharing in Experience Cloud Sites](https://help.salesforce.com/s/articleView?id=sf.networks_files_visibility_and_sharing.htm&language=en_US&type=5)
- [About High-Volume Community or Site Users](https://help.salesforce.com/s/articleView?id=platform.networks_about_hvpu.htm&language=en_US&type=5)
- [Chatter Groups](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=experience.collab_group_about.htm)
- [Unlisted Chatter Groups](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=collab_unlisted_groups_overview.htm)
- [Platform Sharing Architecture](https://architect.salesforce.com/docs/architect/fundamentals/guide/platform-sharing-architecture)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 17 linked practice questions, and unlimited timed mock exams are included with the Platform Sharing and Visibility Architect pack (USD $19): https://www.certifyforce.com/practice-exams