You can share any document directly with a specific person, a teamspace, or your entire workspace, without moving it out of where it already lives. This means a doc in your Personal section, a closed teamspace, or a private teamspace stays right where it belongs while only the people you choose can see it.
Sharing a document does not transfer ownership or change the document's home location. It also does not give recipients any access beyond that specific document.
In this article:
Considerations
When a member has access to a document you've shared with them, they can view it and comment on it. If you grant them edit access, they can make changes too.
You can share a document with any member role, any teamspace, or everyone in your workspace, though keep in mind:
- Admins can only be granted edit access and cannot be granted view-only access.
- Viewers can only be granted view-only access and cannot be granted edit access.
You can also grant access to entire teams of members at once, if your workspace has teams enabled.
Note: If you grant access to a member twice (once individually and once through a team they're on), you'll need to remove both their individual access and their team access to fully revoke their access.
Sharing a document
You can share a document from wherever it lives, including your Personal section, a closed teamspace, or a private teamspace.
- Open the document and click Share in the top right corner.
- In the Share menu, choose who to share with:
- To share with an individual member or team, click Add members and search for their name.
- To share with an entire teamspace, click Add teamspace and select the teamspace.
- To share with everyone in your workspace, enable Share with everyone in this workspace.
- (Optional) Adjust the access level for each person or group using the dropdown beside their name.
- Click Done.
Sharing does not move the document or change its home location. The document stays where it is, and recipients access it through their Shared with me list.
Removing access to a shared document
To remove access from a document:
- Open the document and click Share.
- Find the person, team, or teamspace whose access you want to remove.
- Click the access level beside their name and select Remove from the bottom of the list.
You can also remove everyone's access at once from the Shared with others tab in Home Boards.
Copying links to documents
In the Share menu, you can click Copy link to copy the document's URL. Sending someone a link does not grant them access. If they open the link but you haven't shared the document with them, they won't be able to see anything.
Note: Admins are the exception. If you send an admin a link to your Personal document, they can access it even without explicit permission.
Links cannot be used to share documents with people outside your Productboard workspace.
Viewing and managing shared documents
Documents shared with you appear in Home Boards Shared with me. Documents shared with a teamspace you belong to appear in the teamspace's Shared with my teamspace list.
To manage all the documents you've shared with others, go to Home Boards Shared with others. From here, you can click Remove access to this board to instantly revoke everyone's access to a document.
FAQ
Can someone outside my Productboard workspace access a document through a copied URL?
- No. A user must be signed into your workspace to view document links. If someone outside your workspace receives and clicks a document link, they'll be stopped by the sign-in page.
Can workspace admins access all the documents in my Personal section?
- Technically, yes, though they can't browse your Personal section at will. If they have a link to a document in your Personal section, they can open it directly even without explicit permission.
Does sharing a document change its location or ownership?
- No. The document stays in its original location and ownership is unchanged. Sharing only controls who can see and edit that specific document.
If I share a document with a teamspace, do I give recipients access to the whole teamspace?
- No. Sharing a document with a teamspace gives members of that teamspace access to that document only. It does not give them membership in your teamspace or access to any other content there.