11.1Getting started: sharing a document or a folder

You can grant access to individual items across the platform, including documents, folders, and workspaces, as well as app items such as companies, reports, dashboards, and datasets.

Opening access settings

You can share an item in two ways:

• From an open item's page, select Share to display a quick access dialog.
• From the Library, select Share on any file or folder, or select Manage access on a document to open the full access page.

Granting access to people

To assign permissions to one or more people from the access page:

1. Type or paste one or more email addresses into the recipient entry area, separating multiple entries with commas or line breaks.
2. Select a role from the role options.
3. Optionally, enter a message in Add a note (optional). This message is included directly in the notification email.
4. Select Give access.

Sharing an item always triggers an automatic email. If the recipient already has an account, the email details what was shared and which role they received. If the recipient does not have an account yet, they receive an invitation email to set a password. The shared item will be ready in their account as soon as they sign in, and their status appears as Invited in your access list until registration is complete.

Roles and permissions

Assign the role that matches what the person needs to do:

• Owner: Created the item and holds full control over it.
• Manager: Can edit content and modify who has permission to open or manage the item.
• Editor: Can view, download, and modify content.
• Commenter: Can view and leave comments on content.
• Viewer: Can view and download content.
• Runner: Used for items that run rather than read, allowing the person to view and run them.
• No access: An explicit block that overrides any permission otherwise inherited from an enclosing folder.

General access in the quick dialog

The quick dialog opened by selecting Share also provides general access settings for broader audiences:

• Private: Only the owner and specifically granted people can open the item.
• Workspace: All members in the workspace can open the item with read-only access.
• Public: Anyone with the link can open the item with read-only access unless higher permissions were granted directly.

Reviewing and revoking access

The Who has access list displays every person with permission, their assigned role, and where that permission originates: directly assigned, inherited through the workspace, allowed via link access, or inherited from a parent folder.

Permissions granted to a folder apply automatically to every item inside it. To alter or remove inherited access, you must make the change on the parent folder where it originated.

To revoke a user's direct access, select Remove access. The user is immediately blocked from opening the item.