Sharing lets other people view, run or edit your items. You can share with an individual, a team, or everyone in your company. Before sharing, it helps to understand the access levels in Working with permissions.
1. Open the share dialog
- Find the item you want to share (a process, form, wiki, bot, credential, queue, folder, and more).
- Open its Share dialog. It shows who currently has access and at what level.
You need Admin permission on an item to share it.
2. Grant access
- In the share dialog, choose who to share with – a specific person, a team, or everyone in your company.
- Pick the permission level: Viewer, Operator, Editor or Admin.
- Confirm to create the grant. The person now sees the item in their workspace at that level.
Two safety rules apply when sharing:
- To grant someone Admin access, you must be an Admin on the item yourself – you cannot give away more than you hold.
- Sharing with everyone in the company also requires Admin permission, because of its wide reach.
3. Change or revoke access
- Change a level – pick a different permission for an existing person or team in the dialog.
- Revoke access – remove a grant to take the item back. Any access that was shared automatically because of this item (see below) is removed at the same time.
4. Linked items are shared automatically
Some items depend on others. When you share a form, any wikis and folders it links to are shared automatically at Viewer level, so the people you shared with can actually use it. This is called a cascade:
- Cascaded access is capped at Viewer, even if you shared the form at a higher level.
- You can turn the cascade off in the share dialog if you only want to share the form itself.
- Revoking the form's grant also removes the cascaded access to the linked wikis and folders.
5. Share a copy instead of the original
Sometimes you want to hand someone their own copy rather than give them access to yours. The share dialog can create a copy and transfer it to the recipient in one step – useful for giving a colleague a starting point they can change freely. See Copying and duplicating items and Transferring ownership.