---
sourceDocument: Yokohama ServiceNow AI Platform Capabilities
sourceDocumentLink: https://www.servicenow.com/docs/r/yokohama/servicenow-platform

 Release :

    - yokohama

ft:locale :

    - en-US

ft:publication_title :

    - Yokohama ServiceNow AI Platform Capabilities

ft:clusterId :

    - platcap

bundleId :

    - platcap

workflow :

    - Platform


---

# Document security and access

# Document security and access {#ariaid-title1}

* Release version: Yokohama
* 
* Updated January 30, 2025
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 1 minute to read

Document access permissions for users and groups provide you with security for your
documents.

## Owner access to documents {#document-access-settings__section_jrt_hwy_lrb}

By default, the document owner has all privileges to the document and can do the following:

* Update the document parameters
* Upload document versions
* Create document references
* Share a document with other users
* Delete a document
{#document-access-settings__ul_pl1_nbn_trb}  
Note:  
If the document owner changes, the new owner obtains all rights to the document and the
previous owner loses access. If the previous owner wants to keep access to the document, the
document should be shared instead of transferring owner access.

## Document access settings {#document-access-settings__section_myz_vdf_krb}

You can access documents through three different settings.{#document-access-settings__table_ls2_rfm_hsb__entry__2}

| Access | Description |
|-|-|
| By referenced records | When a document is referenced to a parent record, any user with access to the parent record has access to the document. |
| Admin access | All document users with admin access can access the document. |
| Shared permissions | Enables sharing a document with other users as Reader, Writer, or Owner at different permission levels such as: * User Permissions * Group Permissions * Role Permissions * User Criteria Permissions {#document-access-settings__ul_ms2_rfm_hsb} |
[Table 1. Document access settings]

{#document-access-settings__table_ls2_rfm_hsb}

## Sharing permissions and roles {#document-access-settings__section_bsy_lk4_trb}

Users can give permissions to other users based on their own access to the document. The
permission levels are:

* Owner
* Writer
* Reader

{#document-access-settings__ul_kmc_2m4_trb}

To share documents with other users and groups you must have write access to the document
record and roles to share at different levels.
{#document-access-settings__table_ws3_pk4_trb__entry__3}

| Sharing permissions | User permissions required | Role required |
|-|-|-|
| [User Permissions](https://www.servicenow.com/docs/2m4j4N3oCWQZNzHKownvFw "Assign Reader, Writer or Owner permissions to users to enable them to read, download, update, or delete documents.") | All users even if they don't have a role assigned | No role required. All users can share documents with other user |
| [Group Permissions](https://www.servicenow.com/docs/XG36604xznaPQnn4g3ovLg "As a Writer or Owner, assign access to user groups based on your access permissions.") | Writers and Owners can assign access based on their access permissions | dm_user_group_read |
| [Role Permissions](https://www.servicenow.com/docs/6CDLyun4xZUXxWMhI0_QcQ "As a Writer or Owner, assign access and permissions based on user roles.") | Writers and Owners can assign access based on their access permissions | dm_user_role_read |
| [User Criteria Permissions](https://www.servicenow.com/docs/IdV59TYE2IdYdM180L~QnQ "As a Writer or Owner assign access to a document based on the user criteria permissions.") | Writers and Owners can assign access based on their access permissions | dm_user_criteria_read |
[Table 2. Sharing permissions and roles]

{#document-access-settings__table_ws3_pk4_trb}
* **[Share documents with users](https://www.servicenow.com/docs/2m4j4N3oCWQZNzHKownvFw)**   
  Assign Reader, Writer or Owner permissions to users to enable them to read, download, update, or delete documents.
* **[Share documents with groups](https://www.servicenow.com/docs/XG36604xznaPQnn4g3ovLg)**   
  As a Writer or Owner, assign access to user groups based on your access permissions.
* **[Share documents with roles](https://www.servicenow.com/docs/6CDLyun4xZUXxWMhI0_QcQ)**   
  As a Writer or Owner, assign access and permissions based on user roles.
* **[Share documents with user criteria](https://www.servicenow.com/docs/IdV59TYE2IdYdM180L~QnQ)**   
  As a Writer or Owner assign access to a document based on the user criteria permissions.