Sharing and access
Designs, infographics, templates, agents, knowledge bases and chats all carry the same access control, and it always looks the same.
Who can use this on the item.
Unrestricted or restricted
Understand this behavior before anything else:
- Leave the list empty and the item is unrestricted: anyone in your workspace who has the relevant permission can use it.
- Add anyone and it becomes restricted to the people and roles on the list, plus you.
Adding the first person is therefore a significant change. It moves the item from "available to the team" to "available to these people", and colleagues who could use it yesterday cannot today.
The panel reports which state you are in: General access: Everyone in this workspace, or Restricted: only the people and roles listed above.
Access levels
| View & use | Open it, use it, fill it in. Cannot change it. |
| Edit | Change the item itself. |
| Full access | Change it, and decide who else can. |
You can add roles as well as people, which is usually the better choice: "Designers" still covers a new team member, while a list of five names does not.
You always keep your own access to something you own. The panel says so and will not let you remove yourself.
Share outside the workspace
The access list covers people in your workspace. It cannot reach anyone else, because it works by naming users and roles that exist here.
For people outside, use the mechanism built for it:
| Share links | A public URL to a set of files, optionally password-protected and expiring. |
| Upload links | A public URL that lets someone deliver files into your library. |
| Chat sharing | A conversation shared with named people. The link alone is not access. |
| Chat widgets and voice agents | An agent exposed to anonymous visitors. |
What sharing does not do
Sharing an item does not grant permission to use that kind of item. Giving someone Edit on a design has no effect if their roles do not include design editing, because they still cannot open the editor.
Both gates have to pass. See permissions and access.
Audit what is shared
Administration → Share Links lists every public link in the workspace: who created it, how many files it exposes, how often it has been viewed and downloaded, and when it expires.
Review this screen periodically, starting with links that have no expiration.
Share links are public by design: the URL is the credential, and anyone forwarded it has access until it expires or is deactivated.