Overview
You can share your workspaces with other users, allowing them to access a pre-configured environment without needing to set one up from scratch. This is especially useful for promoting consistency across teams or roles.
How to Share a Workspace
To share a workspace, open the Share Workspace window by either:
Clicking the corresponding
icon on the top toolbar, orSelecting
from the sidebar menu.
General Access Options
There are three general access levels available when sharing a workspace:
Access Level | Description |
|---|---|
Restricted | The workspace is only accessible to users who have been explicitly granted access as a Creator, Co-owner, Editor, or Viewer. |
Anyone with link | Any user who has been shared a direct link will have Viewer access, without needing to be specifically granted access. |
Global | All users will have Viewer access by default. The workspace will appear in everyone’s sidebar. Note: Only system or site administrators can assign Global access. |
Sharing with Users, Rights, or Groups
When Restricted access is selected, you can share the workspace with specific users, access rights, or user groups:
Share With | Description |
|---|---|
Users | Only selected users can access the workspace. The list is limited to users within your group—unless you are a system or site administrator. |
Rights | Only users with the selected access rights will be able to see the workspace. This list includes only rights already assigned to you—unless you are a system or site administrator. |
Groups | Users in the specified groups or subgroups will have access. Note: Group inheritance does not apply—only explicitly listed groups will be granted access. |
Assigning Roles
You can assign a role to each user, right, or group you share the workspace with:
Role | Description |
|---|---|
Creator | The original creator of the workspace. This role has full access and cannot be changed. |
Co-owner | Has the same permissions as the Creator, except cannot modify the Creator’s role. System and site administrators always have Co-owner access. |
Editor | Can use all functions except managing access rights and deleting the workspace. |
Viewer | Has read-only access. Cannot edit, copy, or delete the workspace. |
Special Considerations for Anonymised Users
If a user is anonymised (e.g., due to GDPR compliance or deletion), the following will occur:
All workspace shares associated with the anonymised user will be removed.
Ownership of any affected workspaces will be transferred to the user who performed the anonymisation.
If the anonymised workspace was also shared with the anonymising user, that share will be removed to prevent duplication (e.g., the user appearing as both “Creator” and recipient).