Sharing files and permissions in Figma - Real Business Scenario

Scenario Mode

👤 Your Role: You are a BI analyst working in a team that uses Figma to design dashboards and reports.

📋 Request: Your manager wants you to share the latest dashboard design file with the sales and marketing teams, but with different permission levels. Sales should be able to view only, while marketing should be able to edit the file.

📊 Data: You have a Figma file named 'Q2 Sales Dashboard' that contains all the visualizations and layouts. You have a list of team members with their email addresses and roles.

🎯 Deliverable: Set up sharing permissions in Figma so that sales team members have view-only access and marketing team members have edit access. Then, confirm the sharing settings and prepare a short report summarizing who has what access.

Sample Data

Team	Name	Email
Sales	Alice Johnson	[e-mail]
Sales	Bob Lee	[e-mail]
Marketing	Carol Smith	[e-mail]
Marketing	David Kim	[e-mail]

1

Step 1: Open the 'Q2 Sales Dashboard' file in Figma.

N/A

Expected Result

The dashboard file is open and ready for sharing settings.

2

Step 2: Click the 'Share' button at the top-right corner of the Figma interface.

N/A

Expected Result

The sharing dialog box appears.

3

Step 3: Add sales team members' emails ([e-mail], [e-mail]) to the sharing list.

Set permission level to 'Can view' for these emails.

Expected Result

Sales team members are added with view-only access.

4

Step 4: Add marketing team members' emails ([e-mail], [e-mail]) to the sharing list.

Set permission level to 'Can edit' for these emails.

Expected Result

Marketing team members are added with edit access.

5

Step 5: Review the sharing settings to confirm sales have 'Can view' and marketing have 'Can edit' permissions.

N/A

Expected Result

Sharing settings correctly reflect the requested permissions.

6

Step 6: Copy the sharing summary and prepare a short report listing each team member and their permission level.

Report example: - Alice Johnson: View only - Bob Lee: View only - Carol Smith: Edit - David Kim: Edit

Expected Result

Report is ready to send to the manager.

Final Result

Q2 Sales Dashboard Sharing Permissions
-------------------------------------
| Name          | Team      | Permission |
|---------------|-----------|------------|
| Alice Johnson | Sales     | View only  |
| Bob Lee       | Sales     | View only  |
| Carol Smith   | Marketing | Edit       |
| David Kim     | Marketing | Edit       |

✓Sales team members have view-only access to prevent accidental changes.

✓Marketing team members have edit access to update and improve the dashboard.

✓Sharing settings are correctly configured to meet the manager's request.

Bonus Challenge

Set up a Figma team project where you can manage permissions for groups instead of individual emails, and assign the sales and marketing teams accordingly.

Show Hint

Use Figma's Team feature to create groups and assign permissions at the group level for easier management.

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