Shared folders let you organize meeting reports and share them with colleagues, teams, or your entire Workspace. They make it easier to manage who has access, keep up with team changes, and make sure everyone has the context they need.
What is a Shared Folder?
A shared folder is a collection of meeting reports that several people can access. You can invite individuals, teams, or your whole Workspace. Everyone you invite can see every report in the folder.
Unlike a personal folder, you can only add reports to a shared folder if you’re the report’s Owner or an Editor. If you only have Viewer access to a report, you can’t add it, because adding a report to a shared folder changes who can see it.
How to Create a Shared Folder
- Create a folder. Click New Folder from the Folders page, the Reports page, the side navigation, or the Folder Settings page. See Basic folder actions.
- Choose the folder type. Folders are personal by default, so select Shared Folder.
- Add folder details. As with a personal folder, choose a name, icon, color, and description.
- Choose Report Access. Choose whether members get Viewer or Editor access to the reports in the folder (see Report Access below). If you’re not sure, choose Viewer.
- Add members. Invite individuals, teams, or your entire Workspace.
- Choose each member’s folder role. Choose Collaborator or Member for each person or group (see Folder roles below).
- Add reports. Select the reports to include. You can only add reports you own or have Editor access to.
- Optional: set up rules. On the Rules tab, add rules that automatically add new meetings to the folder based on their title or participants. You can have up to 100 rules. See Configuring rules for folders.
- Click Create. Everyone you invited can access the folder and its reports right away.
What are "Report Access" Permissions?
Report Access sets the access level members get to the reports in the folder:
- Viewer: Members can view the reports but can’t edit them.
- Editor: Members can view and edit the reports.
Report Access applies to every report in the folder, for every member. If a member already has higher access to a report outside the folder, they keep it. For example, if someone already has Editor access to a report and joins a folder where Report Access is set to Viewer, they still have Editor access to that report.
Who can add or remove reports from the folder depends on each person’s folder role, not on Report Access.
What are Folder Permissions?
Each folder member has a role that decides what they can do with the folder itself:
| Role | What they can do |
|---|---|
| Owner | The person who created the folder. Owners can manage everything, including members, settings, and rules. Only the Owner can change the folder type (personal or shared), transfer ownership, or delete the folder. Each folder has one Owner. |
| Collaborator | Can add and remove reports, add and remove Collaborators and Members, and change folder settings. |
| Member | Can see all the reports in the folder. Can’t add reports or manage members, but can remove reports they own. Members can see who the Owner is and how many members the folder has, but not who the other members are. |
You can change roles at any time from the folder’s edit page.
Managing Shared Folders
- Adding or removing members: Owners and Collaborators can add or remove members at any time. New members can see every report in the folder right away.
- Changing Report Access: Owners and Collaborators can switch Report Access between Viewer and Editor.
- Changing roles: Owners and Collaborators can switch members between Collaborator and Member. Only the Owner can transfer ownership.
- Removing reports: Owners and Collaborators can remove any report from the folder. Members can only remove reports they own. Removing a report from the folder doesn’t delete it.
- Leaving a folder: Any member can leave a shared folder at any time. Reports they added stay in the folder unless the Owner or a Collaborator removes them.
- Deleting a folder: Only the Owner can delete a shared folder. Deleting it removes it for everyone, but the reports themselves aren’t deleted.
Best Practices
- Use shared folders for project teams, onboarding, or recurring cross-functional meetings to keep everyone aligned.
- Choose Report Access and roles carefully, so only people you trust can change the folder’s contents and members.
- Review folder members regularly to make sure access is still appropriate.