Share a Vault

Overview

Vaults can be shared seamlessly with other professionals in your workspace. Sharing is limited to members of the same workspace, meaning only users within your organization can access shared items.

By default, all vaults are private. Users must explicitly grant access to a vault before it is available to other users.

Sharing Access

Access Levels

When adding individual users or sharing with your workspace, you can set the following access levels:

• Can view: Lets users view and copy queries and files.

  • By default, users can also download files, duplicate files, and see review table column prompts. These functions can be restricted by the vault owner using content controls.
• Can edit: Lets users modify queries and add or remove files.
• Full access: Lets users manage the vault, including deletion, renaming, and modifying sharing access.

Sharing with Individuals

Web AppMobile App (iOS)

1. Enter the email address(es) in the text field.
2. Set each user's access level from the dropdown next to their name.
3. Select Share.

Sharing with Anyone in Your Workspace Via Link

Web AppMobile App (iOS)

1. From the dropdown, select Anyone at [company] with the link.
2. Choose an access level from the dropdown.
3. Select Copy link and share the link in any form you prefer.

Content Controls

Vault owners can restrict what view-only users are able to do within a shared vault. Users with editing access or full access are not limited by these settings.

You can set the following restrictions:

• Allow downloads: When off, viewers can no longer download files.
• Allow duplication: When off, viewers can no longer duplicate files.
• Show review prompts: When off, viewers can no longer see review table column prompts or table instructions for review tables in this vault.

To manage the content controls for a vault:

Web app

1. Open the vault and select Share.
2. Select Content controls at the top-right of the share menu.
3. Toggle the restrictions you want to apply to viewers.

Mobile app

1. Select the … (three-dot) menu in the upper-right corner and choose Share.
2. Select the gear icon at the top-right.
3. Toggle the restrictions you want to apply to viewers.

Removing Access

Web AppMobile App (iOS)

You can revoke a user’s vault access at any time:

1. Open the vault and select Share in the upper right corner.
2. Open the dropdown menu next to the user or link you want to revoke and select Remove.

Viewing Shared Vaults

With shared access, users can view all files and queries within the vault.

Depending on the access level granted by the sharer, they may also have either edit permissions (allowing them to modify files/queries) or full access (enabling changes to the entire vault or sharing settings).

You'll find any vaults shared with you in the Shared section at the top of the Vault page, right next to Private. This view is purpose-built to surface what matters most:

• Unread badge highlights any new shared vaults you haven’t opened yet.
• Retention warning alerts you when a vault is nearing automatic deletion due to retention policies.
• Smart sorting keeps your most recently opened vaults at the top—both in Vault and the sidebar—for faster access.

  • Some order logic remains unchanged: Knowledge Base (KB) vaults always appear first.