Who can see what

Company folders, My Drive, access by person, roles, and the access and audit logs.

Three things decide what a person can see and change: their role, the access of each folder, and anything shared with them.

Roles

Admins and Managers see and change every company folder and file.
Members see the company folders open to them, their own drive, and what is shared with them. They can add, change and share files where they can edit.
Viewers see and download what is open or shared to them, and change nothing.

See Users and roles for the full list and custom roles.

Access of a company folder

Open a folder's menu and choose Access. A folder can be:

Open to everyone in Documents - everyone can add and change files.
Everyone can view - only the people you add can change files.
Only the people added - nobody else sees it at all.

Add people and choose Can view or Can edit for each one. A folder inside another one has the same access as its parent until you change it.

Admins choose how a new top company folder starts in Settings > Preferences.

Choose Share on a file to give one person access to just that file, without opening the whole folder. They find it under Shared with me.

My Drive

Files in your own drive are yours alone. Nobody else, not even an Admin, sees them unless you share them. If someone leaves your business, an Admin can hand their drive to another person.

People outside your business

People outside your business never get a Documents role. Share with them through a share link, an upload link or a file request, or the contact documents page, which shows a customer or vendor every file you share with them (Standard and up).

Files from other apps

Files under From apps follow the rules of the app they live in: you see a deal's files only if your CRM role lets you see that deal. See Files from your other apps.

Access log and audit log

On Business, Automation > Access log lists who opened, downloaded, shared and changed which file, and when - including opens through share links. Settings > Audit log lists changes to settings, roles, rules and the plan.