Basic users can only share their notes with other teammates.
Pro and Business users can share their notes with any user.
New Role Names
We're updating role names to make them clearer:
- Project Administrator = Content Manager
- Project Member = Contributor
- Guest = Guest
- Commenter = Commenter
- Read Only = Viewer
Share your notes with other users to collaborate and work together in real time. You can share a note with an unlimited number of users. Business users can also assign read-only, comment-only or editing privileges to protect their data and work together more effectively.
Please note: this means that sharing a note will automatically share all of its pages. To share an individual page, you'll first need to move (or duplicate) it into another note. Learn more about note hierarchies.
Share a Note
- Open any note.
- Click the Share button in the top-right corner of the note editor.
- Click Add.
- Enter the e-mail address or username of each user you'd like to invite. Alternatively, enter the name of a user group in your team.
- Press Share.
- (Business-Users only) Click on the role next to your invitee's name to choose a role for that user.
- Click the Share button. Your invitees will receive an e-mail invitation to access your shared note and the note will immediately appear on their dashboard. (Important: You do not have to add the person to the team. If you add a person to the team in the last step, additional license costs will be charged! Learn more.)
Roles and Permissions (Business Users Only)
Each role (Content Manager, Contributor, Commenter, Viewer) comes with its own set of access/editing privileges. To learn more about roles and permissions in Note, visit our dedicated article here.
Manage Access to your Note
You can view and manage which users have access to a note from the Sharing window - accessible via the left sidebar:
- Open any note.
- Hover your mouse over the note header.
- Click the ellipsis (...) which appears.
- Select Sharing from the drop-down menu.
- In next window, you'll see a list of users who have access to your note.
- To revoke access to your note, hover your mouse over the user's name and click the X.
- To edit a user or user group's access privileges, click their current role (e.g. Viewer, Commenter, Contributer, Content Manager) and select a new option from the drop-down menu. Learn more...
- To share the note with the entire team, toggle the switch and choose a role.
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