Adding a document to a teamspace means (generally speaking) everyone in that teamspace can see that document. If you want to draft a document privately, it's best to work on it in your Personal section until it's ready to be 'published' to a teamspace.
But you still might need to collaborate on your private drafts with some colleagues. To do this securely, you can share documents from your Personal section with other members of your workspace. Only those you share with will be able to see the document, and there's no risk that your work will be exposed before it's ready.
In this article:
Considerations
When a member has access to a Personal document of yours, they can view it and add comments to it just as if it were shared in a teamspace. If you grant them edit access to the document, they can make changes too.
You can share a Personal document with any member role, 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), and then decide later you want to revoke their access, you'll need to remove both their individual access and their team access.
Sharing a Personal document
To share a document which lives in your Personal section:
- From the Main menu > Home, create or open a document in your Personal section.
- Click Share.
- Click Add members.
- Browse or search the list to find the colleague(s) you want to share with, and click Add.
- (Optional) Adjust the permissions for each member as you add them using the dropdown beside their name.
Removing access to a shared Personal document
To remove access to a document in your Personal section:
- Open the document and click Share.
- Browse or search for the member whose access you wish to remove.
- Click the permission 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 (see below).
Copying links to Personal documents
In the Share menu of a Personal document, you can use the Copy link button to send the document's URL to people. Sending someone a link does not grant them access to the document; if they open the link but you haven't given them access to the document, 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 if you haven't explicitly granted them permission.
This also means that links cannot be used to share documents with people outside of your Productboard workspace.
Shared document tabs
You can see all the Personal documents you've been granted access to by going to Home > Boards > Shared with me.
From the Boards page, you can also open the Shared with others tab to manage all the Personal documents you've shared with other members of your workspace.
In the Shared with others tab, you can use the Remove access to this board button to instantly revoke everyone's access to a Personal document.
FAQ
Can someone outside my Productboard workspace access my Personal documents through a copied URL?
- No. A user must be signed into your workspace to view Personal document links. If someone who isn't a member of your workspace somehow receives and clicks a Personal 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 through your Personal section at will. Rather, if they have a link to any document in your Personal section, they can open that document directly, even if you haven't given them explicit permission to do so.