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// Guide

Sharing and access

Before sharing a document, decide who should be able to read it and whether people outside the workspace should have a public link.

Share with workspace members

  1. Open the document’s sharing control.
  2. Inspect its owner and current access.
  3. Choose workspace access for material the team should read, or private access for a restricted item.
  4. For a private document, add the permitted workspace members when you own the document.
  5. Copy the document link and send it to the intended reader.

Copying a link does not add someone to the workspace or grant private-item access. The owner manages document access. A workspace administrator is not automatically the owner of every private document.

Use the public-access control when the document should be readable without workspace sign-in. Read the scope before enabling it. The current document link can then expose the latest approved version to anyone who has it. Public reading does not give the reader editing or approval rights.

Only enable public access for content intended for that audience. Turn it off when public reading is no longer needed. Previously downloaded or copied material cannot be recalled by switching off access.

Older public links appear below the current sharing controls when they exist. Some refer to a fixed version; others follow the current published version. Inspect each link’s version behavior, expiry, and status. A frozen link can show an older version even after the document changes. Revoke an obsolete link through its own control. New sharing uses the document’s own link.

Make a document private

Review the confirmation and select which members should keep access. Making the document private turns public access off and revokes its active legacy public links. A private document cannot enable public access. Changing back to workspace access does not restore public access or revoked links. Check the final access state before sending a replacement link.

Folders and Rooms

A private folder and its documents have access rules. Read the confirmation when a filing action must make a document private. A Room and a document attached to it are separate items; access to one does not guarantee access to the other. Check both when a colleague reports a missing attachment.

Audience is not permission

Audience says whether material is intended for people, agents, or both. It guides discovery and presentation. It does not make an item confidential. Use sharing for access and Can agents make direct changes? for review behavior.

Before sending a link

  • Check the title and current version.
  • Check the intended audience and actual access.
  • Confirm whether the link follows future approved changes or represents a fixed version.
  • Check access to referenced documents and images separately.
  • Open the link using the intended access path before sending it.