SHARING
Sharing and permissions
Who can do what in a workspace and on a canvas, and how to control review links with passwords, expiry and invites.
Workspace roles
Everyone in a workspace has one of four roles.
| Role | What they can do |
|---|---|
| Owner | Everything, including billing and transferring ownership |
| Admin | Invite and remove members and manage workspace settings, except billing |
| Editor | Create canvases, comment, resolve, and manage who has access to a canvas |
| Viewer | Open canvases and read comments. Viewers cannot comment or create canvases |
New members are invited as Editor or Viewer. Only the owner can make someone an admin, and the owner's role only changes through Transfer Ownership, which makes the old owner an editor.
Canvas access
You can also give one person access to a single canvas without adding them to the workspace. Open the canvas, click Share and go to People. Invite them by email as:
- Can view: read the canvas and its comments
- Can comment: add comments and replies (the default)
- Can edit: comment, resolve and manage the canvas
If they already have an account, they get access straight away. If not, Notemark emails them an invite to join.
When someone has both a workspace role and canvas access, the higher of the two applies.
People who open a canvas they cannot see can ask for access. Owners, admins and editors approve or deny these under Requests.
Share links
Every canvas has a share link. Anyone with it can open the canvas and read its comments without an account or a name. They are asked for their name and email only when they first comment.
Under Link options in the Share panel you can set:
- Password Protection: reviewers enter a password on every visit. Requires the Solo plan or higher.
- Link Expiry: Never, 24 hours, 7 days or 30 days.
- Welcome Note: a message reviewers see when they open the link.
Revoke a link
- Regenerate link creates a new address. Everyone using the old link is signed out.
- Remove link turns the link off and ends every reviewer's session. People you invited by email keep their access.
Changing the password or letting the link expire also ends reviewer sessions.
What reviewers on a share link can do
Reviewers who arrive through a share link can read every comment, add comments and replies, attach images and resolve threads once they have entered their name. They cannot edit or delete comments, change a comment's status, mention people or change any canvas settings.
If a reviewer's email already belongs to a Notemark account, they are offered the option to sign in so the canvas joins their shared canvases.