Sharing files and permissions in Figma - Step-by-Step Guide

Introduction

Sharing files and setting permissions in Figma lets you control who can see or edit your design files. This helps teams work together safely without losing control over the work.

When you want to let your teammate view a design but not change it

When you need to invite a client to comment on a prototype without editing

When you want to collaborate with developers by giving them edit access

When you want to share a file link publicly but restrict editing

When you want to organize who can manage file permissions in your team

Steps

Step 1: Click

- Share button at the top-right corner of the Figma file

The sharing dialog opens showing current access and invite options

Step 2: Type

- Email or name field in the sharing dialog

Suggested team members or emails appear for selection

Step 3: Select

- User or group from the suggestions

The user is added to the invite list

Step 4: Choose

- Permission dropdown next to the invited user

Permission level changes to Can view, Can edit, or Can view prototype only

Step 5: Click

- Send Invite button

Invited users receive an email and gain access with the set permissions

Step 6: Click

- Link Sharing toggle in the sharing dialog

Link sharing options appear allowing you to set link access to Anyone with the link or Team only

Step 7: Select

- Link permission level

Anyone with the link can view or edit based on your choice

Before vs After

Before

File is private and only accessible to the owner

After

File is shared with 3 team members: 2 can edit, 1 can view only; link sharing enabled for viewing

Settings Reference

Invite people

📍 Share dialog > Email or name field

Add specific people to share the file with

Default: Empty

Permission level

📍 Share dialog > Permission dropdown next to each invitee

Control what invited users can do with the file

Default: Can view

Link sharing

📍 Share dialog > Link Sharing toggle

Control access for users who open the file via link

Default: Off

Link permission

📍 Share dialog > Link permission dropdown

Set what users with the link can do

Default: Can view

Common Mistakes

Giving edit permission to users who should only view

They can accidentally change or delete your work

Set permission to 'Can view' for users who only need to see the file

Leaving link sharing on 'Anyone with the link' with edit permission

Anyone who gets the link can change your file, risking unwanted edits

Use 'Can view' permission for link sharing or restrict link sharing to team only

Not clicking 'Send Invite' after adding users

Users do not get access until you confirm the invite

Always click 'Send Invite' to finalize sharing

Summary

Sharing files in Figma lets you control who can view or edit your designs.

You can invite specific people or share a link with set permissions.

Always check permission levels carefully to protect your work.

Practice

1. What does the Share button in Figma primarily allow you to do?

easy

A. Export your design as a PDF

B. Change the color scheme of your design

C. Invite others to view or edit your design files

D. Create new design components

Solution

1. Step 1: Understand the purpose of the Share button

   The Share button is used to give others access to your files.

2. Step 2: Identify the main sharing actions

   It allows inviting people to view, comment, or edit your designs.

3. Final Answer:

   Invite others to view or edit your design files -> Option C

4. Quick Check:

   Sharing files = Invite others [OK]

Hint: Share button means inviting others to your file [OK]

Common Mistakes:

• Confusing Share with export functions
• Thinking Share changes design elements
• Assuming Share creates new components

2. Which of the following is the correct way to set a file so others can only comment in Figma?

easy

A. Set permission to 'Can comment' when sharing

B. Set permission to 'Can view' when sharing

C. Set permission to 'Owner' when sharing

D. Set permission to 'Can edit' when sharing

Solution

1. Step 1: Review permission levels in Figma

   Permissions include 'Can view', 'Can comment', and 'Can edit'.

2. Step 2: Identify the permission for commenting only

   'Can comment' allows users to add comments but not edit or just view.

3. Final Answer:

   Set permission to 'Can comment' when sharing -> Option A

4. Quick Check:

   Comment permission = 'Can comment' [OK]

Hint: Choose 'Can comment' to allow only comments [OK]

Common Mistakes:

• Selecting 'Can view' which disallows commenting
• Choosing 'Can edit' which allows full editing
• Confusing 'Owner' with commenting rights

3. If you create a shareable link in Figma with 'Anyone with the link can view' permission, what can users do?

medium

A. Only view the file without editing or commenting

B. Edit the file directly

C. Comment on the file but not edit

D. Delete the file

Solution

1. Step 1: Understand 'Anyone with the link can view' permission

   This permission allows users to open and see the file but not make changes.

2. Step 2: Identify allowed actions

   Users cannot edit or comment; they only have viewing rights.

3. Final Answer:

   Only view the file without editing or commenting -> Option A

4. Quick Check:

   View-only link = view without edit/comment [OK]

Hint: View link means no editing or commenting allowed [OK]

Common Mistakes:

• Assuming link allows editing
• Thinking commenting is allowed
• Confusing view with owner permissions

4. You shared a Figma file with 'Can edit' permission, but collaborators report they cannot make changes. What is the likely issue?

medium

A. The file is locked and cannot be edited by anyone

B. Collaborators are not logged into Figma

C. You forgot to click the 'Send invite' button after setting permissions

D. You set the permission to 'Can view' instead of 'Can edit'

Solution

1. Step 1: Check if collaborators can edit with correct permission

   'Can edit' permission allows editing if users are logged in.

2. Step 2: Identify why editing is blocked

   If collaborators are not logged in, Figma restricts editing despite permissions.

3. Final Answer:

   Collaborators are not logged into Figma -> Option B

4. Quick Check:

   Editing requires login + permission [OK]

Hint: Ensure collaborators are logged in to edit [OK]

Common Mistakes:

• Assuming permission alone is enough without login
• Thinking file lock prevents all edits
• Forgetting to send the invite

5. You want to share a Figma file with a client so they can comment but not edit, and also allow your team to edit. How should you set permissions?

hard

A. Share the file with the client as 'Can edit' and your team as 'Can comment'

B. Share the file with everyone as 'Can edit' and ask the client not to edit

C. Share the file with the client as 'Can view' and your team as 'Can comment'

D. Share the file with the client as 'Can comment' and your team as 'Can edit'

Solution

1. Step 1: Assign client permission to comment only

   Set the client's permission to 'Can comment' to allow feedback without editing.

2. Step 2: Assign team permission to edit

   Set your team members to 'Can edit' so they can make changes.

3. Final Answer:

   Share the file with the client as 'Can comment' and your team as 'Can edit' -> Option D

4. Quick Check:

   Client comment + team edit = correct sharing [OK]

Hint: Use 'Can comment' for clients, 'Can edit' for team [OK]

Common Mistakes:

• Giving clients edit rights accidentally
• Setting clients to view only, disallowing comments
• Mixing up team and client permissions