diff --git a/backend/open_webui/routers/retrieval.py b/backend/open_webui/routers/retrieval.py
index 6c5f32ccb0..b9375e56c6 100644
--- a/backend/open_webui/routers/retrieval.py
+++ b/backend/open_webui/routers/retrieval.py
@@ -1936,10 +1936,10 @@ async def process_file(
     The session is committed before external API calls, and updates use a fresh session.
     """
     config = await get_retrieval_config()
-    if user.role == 'admin':
-        file = await Files.get_file_by_id(form_data.file_id, db=db)
-    else:
-        file = await Files.get_file_by_id_and_user_id(form_data.file_id, user.id, db=db)
+    file = await Files.get_file_by_id(form_data.file_id, db=db)
+    if file and file.user_id != user.id and user.role != 'admin':
+        if not await has_access_to_file(file.id, 'write', user, db=db):
+            file = None
 
     if file:
         try: