Document Sharing in ERPNext
Document Sharing in ERPNext allows users to grant access to specific documents without modifying role-based permissions or user permissions. This feature is useful when a particular record needs to be reviewed, updated, or collaborated on by another user who would not normally have access to it.
Sharing acts as an additional permission layer and can temporarily provide access to individual records while maintaining the overall security structure of the system.
A shared document remains accessible to the recipient even if it is otherwise restricted through User Permissions.
Why Use Document Sharing?
Document Sharing is helpful when:
- A manager needs another employee to review a document.
- A user requires temporary access to a specific transaction.
- Cross-department collaboration is needed on a particular record.
- A document must be shared with multiple users without changing their roles.
Unlike Role Permissions, sharing only affects the selected document and does not grant access to similar records.
How to Share a Document
To share a document with another user:
- Open the document you want to share.
- Click the + icon under the Shared With section.
- Select the user who should receive access.
- If the document should be available to all users, select Everyone.
- Choose the permissions to grant.
- Click Add to save the sharing settings.
The document can be shared with multiple users by repeating the same process.
Available Sharing Permissions
When sharing a document, you can control the level of access granted to the recipient.
Typical sharing permissions include:
- Read – View the document.
- Write – Edit the document.
- Share – Allow the user to further share the document.
- Submit – Submit the document if workflow and permissions allow.
This ensures that users receive only the access required for their task.
Sharing with Everyone
ERPNext allows documents to be shared with all users by selecting Everyone instead of an individual user.
This option is useful when:
- Information must be visible organization-wide.
- Reference documents need to be accessible to all employees.
- Announcements or company-wide records are being maintained.
Sharing with Everyone should be used carefully because it makes the document accessible across the organization.
Viewing Shared Users
ERPNext displays the list of users with whom a document has been shared directly on the document page.
This allows users and administrators to:
- Review existing sharing permissions.
- Identify who currently has access.
- Remove unnecessary access when required.
- Maintain document security and auditability.
How Sharing Works with Other Permissions
ERPNext evaluates document access using multiple permission layers:
- Role-Based Permissions
- User Permissions
- Document Sharing
Normally, users can only access documents permitted by their assigned roles and user permissions. However, when a document is shared with a user, the shared access overrides document-level restrictions for that specific record.
Document Sharing grants access only to the selected record and does not automatically provide access to other documents of the same type.
TIP
Use Document Sharing for temporary collaboration instead of modifying user roles. This reduces administrative effort and helps maintain a secure permission structure.
Common Use Cases
- Sharing a Sales Order with a manager for approval.
- Allowing another department to review a Purchase Order.
- Providing temporary access to a customer record.
- Collaborating on support tickets and project documents.
- Granting visibility to a specific invoice or quotation.
Related Topics
- Role Based Permissions
- User Permissions
- Role and Role Profile
- Role Permission for Page and Report
- User Management
SUMMARY
Document Sharing in ERPNext provides a simple way to grant access to specific records without changing user roles or permissions. Users can share documents with individuals or everyone, assign appropriate access rights, and collaborate securely while maintaining overall system security.
