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Sharing and access

Before sharing a document, decide who should be able to read it and whether people outside the workspace should have a public link.

Share with workspace members

  1. Open the document’s sharing control.
  2. Inspect its owner and current access.
  3. Choose workspace access for material the team should read, or private access for a restricted item.
  4. For a private document, add the permitted workspace members in Add or invite under Who has access when you own the document. On a document everyone at the company can open, a member already has access and the field says so.
  5. Copy the document link and send it to the intended reader.

When you add a member to a private document or folder, that member gets a Shared document or Shared folder item in their Inbox. The item names you and the document or folder, and it opens that item. ArtifactBridge sends no email for this. If the member could already open the item, for example through its folder, no new Inbox item appears. The Inbox item goes away when the member can no longer open the item. See shared items in the Inbox.

Copying a link does not add someone to the workspace or grant private-item access. The owner manages document access. A workspace administrator is not automatically the owner of every private document.

Invite someone who is not in the workspace

The same field accepts a full email address. If you own the document or folder, choose Invite to send that person a company invitation from it. The person appears under Who has access as Invited · pending until they accept, with Resend and Revoke in place. Nothing is shared before acceptance. Revoking here cancels the person’s whole company invitation, not only this item. See Invite from a document or folder for what the person gets when they accept.

Part of a name or email also finds people who are invited but have not joined yet. The field shows only the invitations you can see: your own, or every invitation when you are the company owner. Such a person reads Invite pending. A person invited from another document or folder offers Add to invite: choose it to add this item to their open invitation. No new email is sent, and their link stays the same.

Use the public-access control when the document should be readable without workspace sign-in. Read the scope before enabling it. The current document link can then expose the latest approved version to anyone who has it. Public reading does not give the reader editing or approval rights.

Only enable public access for content intended for that audience. Turn it off when public reading is no longer needed. Previously downloaded or copied material cannot be recalled by switching off access.

Older public links appear below the current sharing controls when they exist. Some refer to a fixed version; others follow the current published version. Inspect each link’s version behavior, expiry, and status. A frozen link can show an older version even after the document changes. Revoke an obsolete link through its own control. New sharing uses the document’s own link.

Make a document private

Review the confirmation and select which members should keep access. Making the document private turns public access off and revokes its active legacy public links. A private document cannot enable public access. Changing back to workspace access does not restore public access or revoked links. Check the final access state before sending a replacement link.

Folders and Rooms

A private folder and its documents have access rules. Read the confirmation when a filing action must make a document private. A person who can open a private document only because they have access to its private folder shows Via and the folder name under Who has access. Such a person has no Remove on the document: remove them in the folder’s Share panel. A person with access from both the document and its folder shows Also via. Remove on the document keeps their folder access. A Room and a document attached to it are separate items; access to one does not guarantee access to the other. Check both when a colleague reports a missing attachment.

Audience is not permission

Audience says whether material is intended for people, agents, or both. It guides discovery and presentation. It does not make an item confidential. Use sharing for access and Can agents make direct changes? for review behavior.

Before sending a link

  • Check the title and current version.
  • Check the intended audience and actual access.
  • Confirm whether the link follows future approved changes or represents a fixed version.
  • Check access to referenced documents and images separately.
  • Open the link using the intended access path before sending it.