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Sharing projects & documents

This is the final, most precise layer of access: deciding who can see and edit a specific project or document. It works the same way for both, so once you've learned it for one, you know it for both.

The three access levels

When you share a project or document, you give each person (or role) one of three levels:

Level Can do
Viewer Open and read it, but not change it.
Editor Read and make changes.
Owner Everything an editor can do, plus manage who else has access.

Pick the lowest level that lets someone do their job. Most people only need Viewer or Editor.

Who you can share with

You can grant access to:

  • A person — a specific member of the initiative.
  • A role — everyone who has that initiative role, in one go. Share with the "Cast" role and every cast member gets access, including people you add to that role later.

Sharing with a role is the tidy choice when a whole group should have the same access — you set it once instead of adding people one at a time.

Sharing a project

Show: the project (or document) "Access" settings, showing people and roles each with a Viewer / Editor / Owner level.

Save as en/images/sharing/access-settings.png, then use: ![Choosing who can access a project](../images/sharing/access-settings.png)

Open to everyone, or restricted

When you set up access, you generally choose between:

  • All initiative members — everyone in the initiative can reach it. Good for things the whole team should see.
  • Restricted — only the specific people and roles you add. Good for anything sensitive.

Start restricted when in doubt; you can always widen access later.

Changing access later

Open the Access tab in a project's or document's settings at any time to add people, change someone's level, or remove access. Changes apply immediately.

You can also edit access on several items at once: from a list view, select multiple documents, projects, queues, counters, or calendar events and update who can see or edit them in one step — handy when a new teammate joins a batch of work, or when someone leaves.

A couple of things to remember

  • Initiative membership comes first. You can only share an item with someone who's already a member of its initiative. If they're not in the initiative, add them there first.
  • Managers see everything. A member with the initiative's Manager role can open the item regardless of these per-item settings. That's intended — keep it in mind for truly private material.
  • Guild admins see everything in their guild. Again by design, so someone can always administer the group.
For the technically minded — how item sharing is stored and checked

Per-item sharing is recorded as grants that name a project or document, a person or a role, and a level (view / edit / own). On every request, the database evaluates whether the current user satisfies the grant — directly, through a role they hold, through the initiative's Manager role, or as a guild admin — before any data is returned. Because this is enforced in the database alongside the guild and initiative boundaries, a project shared with "Editors" can't be reached by someone who has merely guessed its link. See How your data is kept separate.