Search

Share Spaces, Folders, Lists, and tasks

Share Spaces, Folders, Lists, and tasks with others and set permissions to limit what people can do and see.

This article covers sharing Spaces, Folders, Lists, and tasks. You can also share Docs, Dashboards, Whiteboards, Goals, and views!

Sharing settings

Sharing settings vary by location or item in the following way:

Setting Spaces Folders and Lists Tasks
Can set as private or public? Yes Yes Yes
Can set permissions (view only, comment, edit, full)?

Only Enterprise Plans assign permissions for Spaces to individual people. 

On all other plans only full permissions can be set for shared Spaces.

 Yes Yes
Can share publicly via web? No

You can publicly share views of a Folder or List.

 Yes

Permission to invite people to a Workspace

Invite permissions vary by user role. Certain default invite permissions can be changed. 

Access to Spaces, Folders, Lists, and tasks

Access to these locations and items varies by user role in the following way:

Location or item

Private locations have a lock icon.

 Location or item can be shared with Owners, admins, and members?  Location or item can be shared with limited members and limited members read only? Location or item can be shared with guests? Location or item can be shared with Teams?
Public Spaces Owners, admins, and members can access public Spaces by default.

Yes.

Limited members and limited members read only can access only locations and items that have been shared with them. 

No.

No Spaces can be shared with guests. 

 Public Spaces can be shared with Teams only on Enterprise Plans.

Private Spaces

 Yes

Yes.

Limited members and limited members read only can access only locations and items that have been shared with them. 

 No Spaces can be shared with Teams only on Enterprise Plans.
Public Folders, Lists, and tasks Owners, admins, and members can access public locations and items by default.

Yes.

Limited members and limited members read only can access only locations and items that have been shared with them. 

 Yes Yes
Private Folders, Lists, and tasks Yes

Yes.

Limited members and limited members read only can access only locations and items that have been shared with them. 

 Yes Yes

Share private or public Spaces, Folders, Lists, and tasks

Access to locations and items varies by user role. Take a look at the table above for details. 

To open a sharing model:

    • From a Space, Folder, or List: From the Sidebar, hover over the location and click the ellipsis ... icon. 
    • From a task: From a view, click the ellipsis ... icon. Or from an open task, click Share.
  2. Select Sharing & Permissions.

To share Spaces, Folders, Lists, and tasks with a new person:

  1. In the sharing modal, click the Invite field. All of the people that this location or item can be shared with display below in the All members section.
    • To assign a permission:
      To the right of the person's name, select Full, Edit, Comment, or View Only from the permissions dropdown. 
  2. Click the toggle to the right of the person's name. 

Give the person a link:

After sharing an item or location with someone, a link is emailed to them. You can also give them a link. 

  • In the sharing modal, to the right of Private link click Copy link.

To edit permissions:

  1. In the sharing modal's Share with section, click the expand icon to see who has access and edit their permissions.
    • Click Edit all to bulk edit permissions.
    • To remove individual people, click the toggle to the right of their name.

The Workspace owner and Space, Folder, List, and task creator have badges next to their names. A warning displays before you remove access from an item's creator.

Publicly share Spaces, Folders, Lists, and tasks

Public sharing of locations and items varies by plan.

See who has access to a private Space

You can see who has access to a private Space from the Spaces page or the Sidebar.

From the Spaces page:

  1. In the upper-left corner, click your Workspace avatar.
  2. Click Settings, then select Spaces.
  3. Each Space has a Shared With section showing the avatars of the people or Teams who have access. 

From the Sidebar:

  1. In the Sidebar, hover over a private Space.
  2. Click the ellipsis ... menu.
  3. Select Sharing & Permissions.
  4. Click the People dropdown.
  5. In the invited people section you can see everyone invited to the Space. 

Screenshot of someone sharing a Space and adjusting permissions for users.

Remove someone from a private Space

To remove someone from a private Space:

  1. In the Sidebar, hover over the private Space and click the ellipsis ... menu.
  2. Click Sharing & Permissions.
  3. In the Share this Space modal, type the person's name in the search bar or find them using the expand buttons.
  4. Click the toggle to the right of their name to remove them.

Share a task by @mentioning

To share a task by @mentioning:

  1. From an open task in a comment, @mention someone.
  2. From the invite modal, you can assign permissions and click Invite.

Share a task by approving access

You can share public and private tasks with anyone in or outside your Workspace. If they don't have access to the task or the Workspace, they can request access.

Was this article helpful?