Sharing and teams

Sharing gives a person or a team Full access, Can edit or Can view on one folder or published document, within the limits of their workspace role. For example, a Member who can only view the Design folder can be given Can edit on it.

Sharing only ever adds access. To keep something to fewer people, change its general access instead. People must be members of the workspace before you can share with them (Invite a teammate). To let people outside the workspace read a document, make a public link.

Who can share

• People with Full access to a folder or document can always share it.
• Members and Admins who can edit it, when the workspace’s sharing setting is Owners and editors. They can give Can view or Can edit, never Full access, and only on folders and documents that are open to the whole workspace. Restricted folders and documents stay with the people who have Full access.

Share a folder or document

1. Choose Share in the document header, or Share… in the item’s menu in the sidebar.
2. Under Add people or teams, search for a member or a team, pick the access, and choose Add.

Sharing a folder normally shares what’s inside it too. A restricted folder or document inside it stops inherited Can edit and Can view, but Full access carries on into published items below. Other people’s drafts stay private.

A workspace Viewer can only be given Can view. When you pick one, the dialog says “name is a viewer in this workspace, so they can only view. An admin can make them a member.” The same goes for people who have no workspace role.

The dialog shows two lists:

• Direct access: what was granted on this item. Change the access with its picker, or remove a grant with the X. A Viewer’s older Can edit or Full access is marked “counts as Can view”.
• Inherited access: access that comes from a folder above or from the workspace. To change it, go to where it was granted.

You can’t give anyone more access than your own, and a workspace always keeps at least one Owner.

Share until a date

A Can view or Can edit share with a person or team can end on a date, from tomorrow up to a year ahead.

1. When you add someone, pick a date in the date field beside the access, then choose Add. To set or change the end of an existing share, use the date field on its row.
2. The share then shows when it ends, for example “Until Nov 3, 2026”. Inherited rows show it too.
3. To make the share last again, clear the date.

Access ends at the end of that day, in the time zone of the person who set it. Full access and workspace roles never end. When editors may share, only someone with Full access can change or remove an end date that someone with Full access set.

Copy a document’s link

Copy link in the Share dialog copies the document’s address. It doesn’t give anyone access: people who can’t open the document see “Not found.” Share the document with them first. A workspace member who can’t open it may be offered Request access.

Sharing settings

Workspace Owners and Admins. In Settings, open Sharing.

• Who can share: Owners only (the default) or Owners and editors (see Who can share). Shares that editors made stay if you switch back to Owners only.
• Viewers can download, export, print and duplicate: on by default. When it’s off, people who can only view a document still read it, but can’t download, export, print, copy it as markdown or duplicate it, in the app or through API tokens and agents. Download all leaves out what they can’t export. Creating a document from a template isn’t duplicating, so templates keep working.

Create a team (workspace Owners and Admins)

A team lets one grant reach several people, and keeps working as people join and leave the team.

1. Choose Settings at the bottom of the sidebar, then Teams.
2. Enter a New team name, choose Create team, then add members.
3. Share folders or documents with the team from any Share dialog.

Deleting a team removes every grant made to it. Its members lose any access they had only through the team.

Remove someone from the workspace (workspace Owners and Admins)

In Settings, open Members and choose Remove. This removes their workspace role, their team memberships and their grants. Any document they have open becomes read-only for them at once.