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Figmabi_tool~8 mins

Sharing files and permissions in Figma - Dashboard Guide

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Dashboard Mode - Sharing files and permissions
Goal

Understand how to share Figma files with team members and control their permissions to collaborate effectively.

Sample Data: Team Members and Permissions
NameEmailRolePermission Level
Alicealice@example.comDesignerCan Edit
Bobbob@example.comDeveloperCan View
Carolcarol@example.comProject ManagerCan Edit
Davedave@example.comTesterCan View
Eveeve@example.comDesignerCan Edit
Dashboard Components
  • KPI Card: Total Team Members
    Formula: Count of all team members = 5
  • KPI Card: Editors
    Formula: Count where Permission Level = 'Can Edit' = 3
  • KPI Card: Viewers
    Formula: Count where Permission Level = 'Can View' = 2
  • Bar Chart: Number of Members by Role
    Data: Group by Role, count members
    Values: Designer=2, Developer=1, Project Manager=1, Tester=1
  • Table: Team Members and Permissions
    Shows all columns from sample data
Dashboard Layout
+----------------+----------------+----------------+
| Total Members  | Editors        | Viewers        |
|      [5]       |      [3]       |      [2]       |
+----------------+----------------+----------------+
|                Bar Chart: Number of Members by Role                |
|                  Designer: 2, Developer: 1, PM: 1, Tester: 1       |
+-------------------------------------------------------------------+
|                      Table: Team Members and Permissions          |
|  Name  | Email             | Role            | Permission Level        |
|  Alice | alice@example.com | Designer        | Can Edit               |
|  Bob   | bob@example.com   | Developer       | Can View               |
|  Carol | carol@example.com | Project Manager | Can Edit               |
|  Dave  | dave@example.com  | Tester          | Can View               |
|  Eve   | eve@example.com   | Designer        | Can Edit               |
+-------------------------------------------------------------------+
Interactivity

Filter by Permission Level: Selecting 'Can Edit' or 'Can View' updates the bar chart and table to show only members with that permission.

Filter by Role: Selecting a role filters the table and updates the KPI cards to count only members in that role.

Self Check

If you add a filter to show only members with permission 'Can Edit', which components update?

  • The Editors KPI card remains the same showing 3.
  • The Viewers KPI card updates to 0 because no viewers are shown.
  • The Total Members KPI card updates to 3.
  • The Bar Chart updates to show counts only for members with 'Can Edit' permission: Designer=2, Project Manager=1.
  • The Table shows only Alice, Carol, and Eve.
Key Result
Dashboard shows team members in a Figma file with their roles and permission levels, highlighting editors and viewers.

Practice

(1/5)
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
Recommended

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