Contents
8.2Sharing a note
Only you see a note until you share it. Sharing opens the same dialog used for a document, allowing you to collaborate directly with colleagues or invite external users by email.
How sharing works
When you invite someone to a note, they receive an email containing a link to the note. The shared note also appears in their notes list under the section for items shared with them, as well as in their main shared view.
Shared users can be granted one of two permission levels:
- Viewer: Can read the content and use Export.
- Editor: Can read, export, and edit content. Changes made by an editor are saved under their own name.
People you share the note with can see its assigned Labels, but they cannot change them.
Author permissions
Certain actions remain exclusive to the original author, regardless of who has editor access:
- Only the author can choose Delete to remove the note.
- Only the author can decide whether the note is indexed for questions by selecting Keep in knowledge or removing it with Kept — remove.
Sharing steps
- Open the Note you want to share.
- Trigger the share option to open the sharing dialog.
- Enter the colleague's name or type the email address of the person you want to invite.
- Select whether they should be added as a viewer or an editor.
- Send the invitation.