Introduction to document and folder collaborators

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Introduction to document and folder collaborators

3 min read

I. Intro

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Applicable scope: Instructions in this article apply to all document types in Lark Docs, including Docs, Sheets, Slides, Base, MindNotes, uploaded files, as well as folders.

In Lark Docs, you can give users, bots, groups, departments, user groups, and more the ability to view, edit, or manage documents. When you give them one of these permissions, they become collaborators for that document. You can also give these permissions for folders, making them collaborators for the folder.

Documents and folders inside a parent folder will automatically have the same collaborators as the parent folder. However, you can change the collaborators for individual documents and folders separately. This means that someone who can access the parent folder may not be able to access everything inside, depending on the permissions you set.

II. Description

Collaborator types and access permissions

There are different types of collaborators. Generally, as long as you can search for them when you invite collaborators, they can be granted access. See the table below for details:

Type	Permission description
User	By default, you can grant view, edit, or manage permissions to any user within the organization. However, administrators can restrict the users you can search for by configuring the search permissions. To grant permission to external contacts, the administrator must allow organization files and folders to be shared externally in Docs settings in the Lark Admin Console.
App bot	Permissions depend on the bot's function. For example, the Base Assistant bot automatically becomes a collaborator with edit permission when an automated workflow is used to make changes to the base.
Group	Groups in the organization: You can grant permissions to groups you have joined and public groups. External groups: You can grant permissions to groups you have joined if your organization administrator has allowed organization files and folders to be shared externally in Docs settings in the Lark Admin Console.
Department	By default, permissions can be granted to any department. Administrators can manage who can be added as a collaborator by setting the visibility range of the organizational structure.
User group (including dynamic user groups)	The person granting permission needs to be within the visibility scope of the user group they want to add. For details, see Add a user group or dynamic group as collaborators.
Event	When a document is added to an event description, event participants without any permission will automatically be granted view permissions.
Video meeting	When a document is shared during a meeting, the video meeting becomes a collaborator and is automatically removed after the meeting ends.

Collaborator limits

Documents

The maximum number of collaborators for a single document (including Docs, Sheets, Slides, Base, MindNotes, and files) is 500. The limits for different categories of collaborators are shown in the table below:

Type	Limit
Users + bots	500
Group chats, departments, user groups, events	200
Video meetings	15

The total for all these collaborator categories cannot exceed 500. Within this limit:

Group chats, departments, user groups, and events cannot exceed 200.

Video meetings cannot exceed 15.

Collaborators inherited from parent folders and parent wiki space pages are also included in the above limits.

Group chats, departments, user groups, and events count as one collaborator each, regardless of how many members they contain.

Folders

The total number of collaborators for a single folder is limited to 500. The types of collaborators supported for a folder are limited to users, groups, departments, and user groups. The total number of collaborators for these types cannot exceed 500.

Note:

Collaborators inherited from the parent folder are also included in the above limit.

When groups, departments, and user groups act as folder collaborators, regardless of how many members they contain, they are counted as one collaborator.