Share and set permissions on a Whiteboard

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Do you work with clients outside of your Workspace? You can share a Whiteboard with anyone. They don't even have to have a ClickUp account!

You can also share and set permissions for Whiteboards with the people and Teams in your Workspace.

We're working on the full functionality of permissions when sharing a Whiteboard! Currently, public link permissions can be set at View only. Private link permissions can be set at View only and Edit.

What you'll need

  • Whiteboards are available on every plan.
    • The number of Whiteboards that can be created depends on your plan:
    • Free Forever: 3 Whiteboards.
    • Unlimited: 10 Whiteboards.
  • Business, Business Plus, and Enterprise: Unlimited Whiteboards.

Access your Whiteboards

You can share a Whiteboard with anyone! To share and set permissions, you'll access the Share this view modal. 

There are three ways to access the Share this view modal:

  • To access your Whiteboard from the Sidebar, hover over the Whiteboard, click the ellipsis ... and select Share.
    CreateAndAccessWhiteboarsSidebar.png
  • To access your Whiteboard from the Views Bar, hover over the Whiteboard, click the ellipsis ... then select Sharing & Permissions.
    CreateAndAccessWhiteboarsViewsBar.png
  • You can also select Share from the upper-right of the Views Bar. This setting defaults to sharing the location you're in rather than sharing the view. To share the view, from the bottom of the Share modal, click Share this view.

CreateAndAccessWhiteboardsShareThisView.png

Share and set permissions

There are four ways to share a Whiteboard.

Share via a public link

You can share a Whiteboard with anyone, whether they have or don't have a ClickUp account. 

To share via a public link, from the Share this view modal do the following:

  1. Enable Share link with anyone, then click the Copy public link button.
    Currently, View Only is the only permission available. To display permissions, under the Copy public link button click Advanced settings.
    CreateAndAccessWhiteboarsCopyPublicLink.png
  • You can also edit the rest of the advanced settings:
    • Expire link: Available only on the Enterprise Plan. You can set the URL to automatically expire after a certain amount of time.
    • Share link with search engines: Allows the link to be indexed by search engines.
    • Embed code: Use the embed code to embed the view on any website.
    • Allow opening tasks on click: Allow those you share the Whiteboard with to open embedded tasks.
    • Share task properties: Choose what information is shared.

After generating the link and editing any advanced settings:

  1. Email or message the link.
  2. The person clicks the link:
    • If they have an account, they're directed to sign in. The Whiteboard can be opened from their Sidebar.
    • If they don't have an account, the Whiteboard displays in their web browser.

Share with specific people from your Workspace

To share with specific people or Teams from your Workspace:

  1. From the Share this view modal, scroll down and click Permissions
  2. Search for or scroll to find a person or Team.
    • To give Edit or View only permissions, click the dropdown to the right of their avatar. Comment permissions are coming soon!
      CreateAndAccessWhiteboarsPermissions.png
  3. The Whiteboard is shared with them.

Share with people who have permissions

You can share a private link, with people who already have permissions to view the Whiteboard.

To share via a private link, from the Share this view modal do the following:

  1. From the Share this view modal to the right of the Private link tab, click Copy link.
    CreateAndAccessWhiteboardsPrivateLink.png
  2. Email or message the link to your teammate. 

Share from Command Center

To share a Whiteboard from Command Center:
  1. From anywhere in your Workspace, use the shortcut Cmd + K to open Command Center.
  2. From the All tab, you can search for the Whiteboard.
    • You can also select the Whiteboards tab and search or scroll. 
    • If you have a lot of results, use the location filters
  3. In the Results column, hover over the Whiteboard's name.
  4. Click the link icon to copy the URL.
    ShareWhiteboardCommandCenter.png
  5. Share the URL with anyone. 

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