How do I restrict files and folders?

[#1]

If you have access to a file in Files, you can edit permissions for files by:

• setting the state of the file (published or unpublished)
• restricting file access to only users who have the link
• scheduling availability dates for the file

Note: You can also restrict a file or folder as part of setting usage rights for files or setting usage rights for folders.

00:07: How do I restrict files and folders? 00:10: In course navigation click the files link 00:14: The following icons May display next to files and folders to indicate their availability. 00:20: Published file or folder is visible published and accessible 00:24: to all users default. 00:27: Restricted availability file or folder is visible to only those 00:31: with a link to the file. 00:34: Scheduled availability file or folder is only available during certain 00:38: dates and times. 00:41: Unpublished file or folder is not visible. 00:45: To edit file visibility click the files visibility icon 00:50: To make the file available to only users with a link to the file. 00:53: Click the only available with link radio button. 00:57: By scheduling availability of a file or folder you can give users a 01:01: window of time to view the file. Students can view the file in course 01:05: files as well as other areas of canvas where the file has been added during the availability 01:09: window. If students attempt to access the file outside the availability 01:13: window, the file is inaccessible. 01:17: To set availability dates click the schedule of availability radio button. 01:22: Then enter the starting date for the file to be available in the available from field. 01:28: If applicable enter the date when users can no longer view the file in the available 01:32: until field. You can use the calendar to enter a date or you can 01:36: enter a date manually. 01:39: To specify when the file will be available. Click the from Time Field. 01:43: Then enter the time when the file is no longer visible in the available until field. 01:49: Click the update button. 01:51: View the restricted status for the file hover over the icon to view 01:55: the details. 01:57: This guide covered restricting files and folders.

Open Files

In Course Navigation, click the Files link.

View Availability

The following icons may display next to files and folders to indicate their availability:

• Published [1]: file or folder is visible, published, and accessible to all users (default).
• Restricted Availability [2]: file or folder is visible to only those with a link to the file.
• Scheduled Availability [3]: file or folder is only available during certain dates and times.
• Unpublished [4]: file or folder is not visible.

To edit file visibility, click the file's visibility icon.

Note: If required by course or account settings, you may need to manage file usage rights before publishing [5]. Learn about managing file usage rights.

Manage Visibility

To make a file available to only users with a link to the file, click the Only available with link radio button [1].

Notes:

• For course files, the option to make a file only available with a link applies to a file only when it is accessed through Course Files; if you add the file to another area of Canvas, such as Assignments or Modules, all students can view the file.
• If a file is only available with a link, course users who have enabled the Files notification preference still receive a notification when the file is added to the course.
• When new files are uploaded, the file visibility matches the setting specified in Course Settings. However, you can click the Visibility drop-down menu [2] and select another visibility option. Options may include the following: Inherit from Course, Course Members, Institution Members, and Public.

Schedule Availability

By scheduling availability of a file or folder, you can give users a window of time to view the file. Students can view the file in Course Files as well as other areas of Canvas where the file has been added during the availability window. If students attempt to access the file outside the availability window, the file is inaccessible.

To set availability dates, click the Schedule availability radio button [1]. Then, enter the starting date for the file to be available in the Available From field [2]. If applicable, enter the date when users can no longer view the file in the Available Until field [3]. You can use the calendar to enter a date, or you can enter a date manually.

To specify when the file will be available, click the From Time field [4]. Then, enter the time when the file is no longer visible in the Available Until field [5].

Notes:

• If a file with scheduled availability is linked in another area of Canvas (such as Modules or Assignments), students will be able to see the name of the file, but if they click the file, they will see a message stating that the file has been locked and cannot be viewed until the specified date.
• Course users who have enabled the Files notification preference will not receive a notification when a file is added to a course if the student availability date restriction is selected. 
• The time fields are optional and default to 12am if left blank.

Update File

Click the Update button.

View File

View the restricted status for the file. Hover over the icon to view the details.