Blog

Workdoc permissions

• 5 min read

• Feature

We provide various types of account permissions to ensure the safety and security of your information. Workdoc permissions are designed to give the owner of the document the ability to control which information can be edited and shared collaboratively.

Types of workdocs

Just like boards and dashboards, there are three types of workdocs:

Show me the three types of workdocs

• Main workdoc– A Main workdoc is a type of workdoc that is viewable to all team members within your account, regardless of their role. This includes admins, members, and viewers. All team members can see and access anything created in this workdoc. If you want to learn more about the differences between these roles, you can read this article.
• Private workdoc  – Private workdocs are only visible to the individual who created the document and team members they grant access to. These workdocs are not accessible to guests, and are meant for internal use by viewers and team members.

• Shareable workdoc – When you want to share a workdoc with people who are not part of your team or company, such as clients, interns, or freelancers, you can use Shareable workdocs. To collaborate with them, you can invite these people as guests within your account. Guests will only have access to the specific workdoc they have been invited to and will not be able to access any other information within your account. You can also invite viewers or team members to your Shareable workdoc.

Edit permissions 

You can apply two types of editing permissions to your workdoc:

• Only workdoc owners – Edits to workdocs can only be made by the owners of the doc, who are identified by a blue crown icon next to their name.
• Everyone who has access to this workdoc – All members granted access to the workdoc, whether a main, private, or shareable workdoc, are authorized to make edits. This implies that if it is a main workdoc, all team members who have access to the workspace in which it was created can make edits. On the other hand, if it is a private or shareable workdoc, only members who have been granted access to the workdoc can make edits.

To modify these permissions, click on the “Share” button and choose one of the two available options at the bottom of the pop-up window, as illustrated in the image provided.

Sharing permissions

To allow external parties to access your workdoc, you can create a public link that can be shared with anyone regardless of whether they are members of your account. However, certain permissions and security measures are in place to protect your account data’s privacy and security. Some features of the workdoc may not be visible in the public link to ensure that the data remains secure.

Enabling and disabling sharing 

The feature to generate a public link can be enabled or disabled by account admins and workdoc owners. Workdoc members can’t develop a public link.

Note: If a workdoc is available through a public link, you will see a blue banner at the top of the workdoc with a preview option. To disable the link, toggle the “Off” button. Once the button is toggled, the link will be removed from the window, and anyone who attempts to access it will receive an error message. If it is still open, it may take up to five minutes for the browser to revoke access to the page. This feature can only be turned on or off by account admin and workdoc owners, not by workdoc members.

Sharing in Enterprise accounts

The feature of generating public links for workdocs can be enabled or disabled for the whole enterprise account by the account admin through the “Permissions” tab in the “Admin” section.

Disabling the public link feature means no one, including the admin and workdoc owners, can generate public links for any workdocs within the account. The “Permissions” tab within the “Admin” section allows the enterprise account admin to enable or disable this feature for the entire account. Under “account roles”, the “Broadcast docs on the web using public link” box can be checked for the “Admin” or “Member” roles. However, this feature does not apply to viewers and guests as they cannot generate public links. Although this feature is disabled by default in Enterprise accounts to prevent unauthorized release of sensitive data, it can be easily enabled by following the abovementioned steps.

For further questions, please visit our Knowledge Center. To view the Knowledge Center, click the Home Page icon in the top left of your page, then select Help Center on the right side of the Home Page. Click Knowledge Center to visit our Help Pages. If you have additional questions, please feel free to contact our team by selecting the blue “Contact Us” button.