Overview
The Share feature is a flexible access control feature that allows entity owners to manage who can view or edit their content. The system is available for:
Campaigns - Control who can view responses and edit survey questions
Agents - Manage access to AI agent configuration and usage
Datasets - Control who can view and upload training data
Workflows - Manage access to workflow logic and execution
Key principle: Only the entity owner can modify permissions. All other users (including editors) can only use the entity according to their assigned access level.
Default Behavior on Creation
When you create a new entity, all workspace members automatically receive Editor access. This default ensures that:
Teammates can immediately start collaborating
No manual setup is required for team access
New entities are instantly usable across your workspace
You can change this behavior at any time by opening the Share modal and adjusting permissions.
Permission Levels Explained
General Access
General Access controls workspace-wide permissions. The owner can choose between two modes:
Restricted Access (Lock icon)
Only the owner and explicitly invited people can access the entity
Best for sensitive content or work-in-progress items
Individual permissions can be managed
Wide Access (Globe icon)
Everyone in the workspace can access the entity
Choose between two levels:
Editor: Anyone in the workspace can edit
Viewer: Anyone in the workspace can view only
Individual permission management is disabled (see note below)
Important: When Wide access is enabled, you cannot add or modify individual permissions. To manage specific people, you must first switch to Restricted access.
Individual Permissions
When using Restricted access, you can grant specific permissions to individual workspace members:
Editor
Can modify entity content and settings
Cannot change permissions or delete the entity
Full read and write access to entity features
Viewer
Read-only access to entity content
Cannot make any modifications
See detailed capabilities below
Remove
Completely revokes access for that person
They will no longer see the entity in their workspace
What Can Viewers Do?
Viewers have read-only access to entity content. Here's a detailed breakdown:
✅ Viewers Can:
Open and browse entity details and content
View lists, dashboards, and analytics
Copy the entity link to share with others
Use entities in chat
❌ Viewers Cannot:
General restrictions:
Edit any content, settings, or configuration
Change permissions or General Access settings
Rename or delete the entity
Invite or remove people
Publish or perform state-changing actions
Entity-specific restrictions:
Entity Type | What Viewers Cannot Do |
Campaigns | Modify questions, launch/publish surveys, edit campaign settings |
Agents | Change prompts or configuration, modify training data, edit agent settings |
Datasets | Upload or delete files, edit metadata, modify training set configuration |
Workflows | Change workflow nodes, modify logic or settings, execute workflows |
How to Access the Share Modal
The Share dialog is accessible from each entity type:
Entity Type | Where to Find It |
Campaigns | Campaign dashboard → Share menu |
Agents | Agent builder → Top bar actions |
Datasets | Dataset page → Actions menu |
Workflows | Workflow editor → Share actions |
Step-by-Step Guide
Step 1: Open the Share Modal
Click the Share action from your entity's page. The modal displays three main sections:
Add people (invite section at the top)
People with access (list of current members)
General Access (workspace-wide settings)
Step 2: Add Individual People (Restricted Mode Only)
To invite workspace members:
Click the "Add people" dropdown
Search and select one or more workspace members
Choose their permission level: Editor or Viewer
Click Add
Changes apply instantly with a success notification
Note: This section is disabled when Wide access is enabled. Switch to Restricted access first to invite individuals.
Step 3: Manage Existing Members
To change someone's permission:
Locate the person in the "People with access" list
Click the dropdown next to their name
Select a new role:
Editor - Grant full editing rights
Viewer - Change to read-only access
Remove - Revoke all access
Changes save immediately with a confirmation message
Note: The Owner role cannot be changed. When Wide access (Editor) is enabled, individual permissions are locked and show an information icon with a tooltip.
Step 4: Configure General Access
Choose your workspace-wide access mode:
Option A: Restricted Access (Lock icon 🔒)
Click the dropdown and select "Restricted access"
Only the owner and explicitly invited people can access
Best for sensitive or work-in-progress content
Enables individual permission management
Option B: Wide Access (Globe icon 🌐)
Click the dropdown and select "Wide access"
Everyone in the workspace can access the entity
Choose the access level using the dropdown on the right:
Viewer - Everyone can view only
Editor - Everyone can edit
Disables individual permission controls
⚠️ Important: Wide access takes priority over individual permissions. To manage specific people, you must first switch back to Restricted access.
Step 5: Copy the Entity Link (Optional)
Click the "Copy Link" button at the bottom to copy a direct URL to your clipboard. This link can be shared with anyone who has access to the entity.
Step 6: Done
Click Done to close the modal. All permission changes take effect immediately and persist automatically.
Quick Reference
Scenario | Behavior |
Creating a new entity | All workspace members get Editor access by default |
Wide access enabled | Individual add/edit/remove controls are disabled |
Restricted access | Only owner and invited people can access |
Permission updates | Changes save instantly without needing to click "Done" |
Owner permissions | Cannot be changed or removed |
Viewer with Wide Editor | Individual cannot be downgraded while Wide Editor is active |
Troubleshooting
Q: Why can't I add people or change permissions?
A: General Access is likely set to Wide access. Switch to Restricted access to manage individuals.
Q: Why can't I change the Owner's permission?
A: Owner permissions are fixed and cannot be modified. This ensures the entity always has an administrator.
Q: What happens when I switch from Wide to Restricted?
A: The workspace-wide access is removed, and only explicitly added people (and the owner) retain access.
Q: Can editors change permissions?
A: No. Only the entity owner can modify permissions or General Access settings.