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.