Sharing files and permissions in Figma - Cheat Sheet & Quick Revision

Recall & Review

beginner

What does 'sharing a file' in Figma mean?

Sharing a file means giving others access to view or edit your design file so you can work together.

beginner

What are the two main permission levels you can assign when sharing a Figma file?

You can assign 'Can view' permission to let others only see the file, or 'Can edit' permission to let them make changes.

intermediate

How can you share a Figma file with someone who does not have a Figma account?

You can share a link with 'Anyone with the link can view' permission, so they can see the file without signing in.

intermediate

What is the difference between 'Invite to file' and 'Share link' in Figma?

'Invite to file' sends a direct invite to specific people with assigned permissions, while 'Share link' creates a URL that anyone with it can access based on link settings.

beginner

Why is it important to manage permissions carefully when sharing Figma files?

Because giving edit access allows others to change your work, and sharing links widely can expose your designs to unintended viewers.

Which permission allows someone to only view a Figma file without making changes?

A Can edit

B Can share

C Can comment

D Can view

The 'Can view' permission lets users see the file but not edit it.

How do you share a Figma file with a team member to allow editing?

A Export the file and email it

B Send a view-only link

C Invite them with 'Can edit' permission

D Share a comment link

Inviting someone with 'Can edit' permission lets them make changes directly in the file.

What happens if you set a Figma file link to 'Anyone with the link can view'?

A Anyone with the link can edit the file

B Anyone with the link can view the file without signing in

C Only invited users can see the file

D The file is private and cannot be accessed

This setting allows anyone who has the link to view the file without needing a Figma account.

Which method is best to share a file securely with specific people?

A Invite specific people by email

B Post the link on social media

C Share a public link

D Export and upload to a public folder

Inviting specific people by email controls who can access the file and what they can do.

If you want feedback but no changes on your Figma file, which permission should you give?

A Can comment

B Can share

C Can view

D Can edit

The 'Can comment' permission lets users add comments without changing the design.

Explain how to share a Figma file with a colleague who needs to edit it and how to set the correct permissions.

Think about how you give access to trusted people to work together.

Describe the risks of sharing a Figma file link publicly and how to avoid them.

Consider what happens if the link gets shared beyond your team.

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