How sharing works

Sharing decides who can open a dashboard, chat, skill or notebook. All four share the same way, from the object's Settings → Sharing. The people you share with need no plan of their own to read what you share. A dashboard with public access opens read-only for anyone who has its address, with no account.

Any dashboard, chat, skill or notebook can also sit inside a frame on another site, on every plan. You set it up in the object's Settings → Embed (Embeds).

The pane lists everyone who can open the object, one row each.

A personal workspace has no workspace row, since nobody else is in it. When someone has asked for access, their request sits at the top of the pane.

Every dashboard, chat, skill and notebook has exactly one address, such as /dashboards/{id}. There is no separate share link. The Copy link button at the foot of the Sharing pane copies that address.

What opens at the address depends on who you are.

Page not found reads the same whether the object is private, its public access is off, or the address never existed. Nobody can use it to learn that something is there.

Set Anyone with the link to Viewer to turn public access on, and to None to turn it off. Turning it on takes edit access, or on a chat, being its author. Guests can't change it.

While public access is on, anyone with the address can read the object. That includes members and guests who were never given access. Turning it off and on again brings back the same address, because an object's address never changes. To keep someone out who already has the address, leave public access off.

An archived object has no public view, and public access can't be turned on until it is restored. Your agent can still turn it off with the set_sharing tool, passing publicLink: false.

A workspace admin can close every public link at once. The Public links switch sits in the Sharing card under Settings → General → Details. While it is off, no public view opens anywhere in the workspace and nobody can turn public access on. Each object's Anyone with the link row shows None with Disabled for this workspace.

Every object keeps its own setting while the switch is off. Turn it back on and each object that was public is public again, at the same address.

The public view is read-only for every reader, signed in or not. It has no filters, no refresh and no built-in assistant, and those controls are hidden rather than greyed out.

A public chat never hands over its files. Readers see each attachment's name and kind, and never its contents or the text pulled from it. Inside the app, anyone who can read the thread can open its files (Attachments).

Visits to a dashboard's public view or its embed keep a running refresh schedule running. They don't restart a schedule that has paused. A member opening the dashboard does that (Refresh).

Signing in from the public view takes you to the object if you have access. Otherwise you land on your own home, with the object in your Recents.

Search for a colleague in the Sharing pane and press Add. They get one step above the workspace row, so Viewer where the workspace has None, and Editor where it has Viewer. Where the workspace row is already Editor, every member can edit, so search offers no one to add. On a chat, Add always grants Viewer. Change a person's role later from the select on their row.

Everything you can do to a person lives in that select. Above the divider are the roles. Below it are Remove and, for an invitation, Resend invitation and Revoke invitation.

The select also offers Owner when you can hand the object over to that person. Picking it asks you to confirm with Transfer, and the current owner becomes an editor. A chat can't change hands, and a guest can't become an owner. Dashboards explains what the owner is responsible for.

Type the email address of someone outside your workspace in the Sharing pane. Press Enter or Invite to send them an invitation. Anyone who can share the object can invite, unless an admin has turned off Invite people outside the workspace.

The email's button opens an invitation page. It names you, your workspace and what you shared, with Accept invitation and No thanks. The invited person must sign in with the address the email went to. Signed in as anyone else, they can't accept and the page offers Switch account. Once they accept, they land on what you shared. The email is the only way in, because Vistazo shows them no list of pending invitations.

Accepting makes them a guest of your workspace. A guest holds only what was shared with them, and always as Viewer. Someone outside the workspace can never edit your objects. To give them edit access, an admin makes them a member under Settings → Members → Make member (Guests).

This invitation is different from an invitation to join the workspace, though both pages show Accept invitation. An object invitation names the dashboard, chat, skill or notebook you shared, and accepting opens just that object as a guest. A workspace invitation comes from an admin under Settings → Members, and accepting makes the person a member of the whole workspace (Members).

Until they accept, their row reads PENDING. Sharing something else with them in that time adds it to the same invitation and emails them again. An invitation expires after 7 days.

Someone who accepts before they belong to any workspace has to wait. Their row reads Accepted, waiting for workspace access, and you can still revoke it. Reopening the email shows them Waiting for access until they have a workspace of their own, and the object opens for them from then on.

An account that signs in through single sign-on may have an unverified email address. An invitation to that address reads Verify your email first, and a 6-digit code sent to the address lets them accept (Security).

When someone in another workspace shares with you, the object opens inside your own workspace. You stay where you are, and their workspace never joins your list. The object appears in your Recents, on the Dashboards, Chats, Skills and Notebooks pages and in search, marked From and the sharing workspace's name. A shared dashboard keeps the sharing workspace's theme.

If the sharing workspace requires two-step sign-in or its own sign-in, the object says so where it would open.

To take it off your lists, choose Remove from its menu. You can't open it after that, and the person who shared it can share it with you again.

A member who opens an object they can't read gets a Request access button. Pressing it notifies the people who can grant access. On a chat that is its author, and on anything else its owner and the workspace admins. The button then reads Requested, so nobody can ask twice.

If the object's public access is on, the member gets the public view instead of the button. Guests never get one, because a guest holds exactly what was shared with them.