Using Shared Folders makes it easy to collaborate with colleagues, teams, or entire workspaces by providing a controlled way to organize and share collections of meeting reports. They streamline access management, support dynamic teams, and help ensure everyone has the context they need.

What is a Shared Folder?

A Shared Folder is a collection of meeting reports that is accessible to multiple users. When you create a shared folder, you can invite individuals, teams, or workspaces as members. All members receive access to every report in the folder at the permission level you specify (Viewer or Editor).

The key difference between a Personal Folder and a Shared Folder, is that you can only add reports to a Shared Folder that you are already an Owner or Editor of. You cannot add reports to a Shared Folder if you are only a Viewer. This is because you need sufficient permissions to be able to change the sharing distribution of a report. 

How to Create a Shared Folder

1. Create a Folder: You can create a new folder from the Folders page, Reports page, side navigation or Folder Settings page (learn more). Select “Create Folder" from any of those options. 
2. Choose Folder Type: By default, folders are personal. You must explicitly choose “Shared Folder” as the folder type.
3. Set Folder Details: Just like a personal folder, you can select a name, icon, color and description.
4. Choose Report Access: Choose whether members will have “Viewer” or “Editor” access to the reports in this folder (see below for details). When in doubt, we recommend choosing the lowest level of permission, "Viewer". 
5. Add Folder Members: Invite individuals, teams, or entire workspaces to the folder. 
6. Choose Folder Permission Level: Not only do users have a relationship to the reports in the folder ("Report Access"), but they also have a permission relative to the Folder. You must choose if these user are Editors or Viewers of the folder.
7. Add Reports: Select reports to include in the folder. Only reports you own or have existing Owner or Editor rights to can be added to a shared folder.
8. Create Folder: Click “Create” to finalize. All invited members will immediately have access to the folder and its contents.

What are "Report Access" Permissions?

When you set up a shared folder, you assign a default access level for all folder members using the "Report Access" setting:

• Viewer: Members can view all reports in the folder but cannot edit or remove them.
• Editor: Members can view, edit, and remove reports from the folder.

The access level applies to every report in the folder for all members. If a member already has higher access to a report without the folder (e.g., direct editor access), they retain the highest level of access. For example, if a user already has Editor access to a report, and then they are added to a Shared Folder that contains the report and has Report Access set to Viewer, that user will retain their original Editor access. 

What are Folder Permissions?

Folder members are the users, teams, or workspaces you invite to a shared folder. Each member is assigned a role that determines what they can do specifically to the folder:

• Owner: The user who created the folder. Owners can manage all aspects of the folder, including membership, settings, and converting between personal and shared folders. There is only one owner per folder, but you can transfer your own ownership to someone else.
• Collaborator: Collaborators can add or remove reports, manage membership (add/remove collaborators and members), and update folder settings.
• Member: Members can see all reports in the folder but cannot add, remove, or manage reports or members (they can, however, remove reports that they own from the folder). Members can see who the folder owner is, and the count of total members, but cannot see who the other members are.

You can update member roles at any time from the edit folder page. Only the owner can transfer ownership or convert the folder type.

Managing Shared Folders

• Adding or Removing Members: Folder owners and collaborators can add or remove members at any time. New members immediately receive access to all reports in the folder.
• Changing Report Access Levels: Folder owners and collaborators can edit the "Report Access" setting to change whether this folder will grant members editor or viewer access to the contained reports.
• Changing Members' Roles: Folder owners and collaborators can change a member’s role (collaborator/member) as needed. Collaborators can't change the owner's role, only the owner can make someone else the owner of their folder.
• Removing Reports: Only owners and collaborators can remove reports from a shared folder (except viewers can remove reports that they own). Removing a report does not delete it; it simply removes it from the shared context.
• Leaving a Folder: Any member can leave a shared folder at any time. Reports they added remain in the folder unless removed by another editor or the owner.

Best Practices

• Use shared folders for project teams, onboarding, or recurring cross-functional meetings to keep everyone aligned.
• Configure Report Access setting and members' roles carefully to ensure only trusted users can modify folder contents and membership.
• Regularly review folder membership to maintain appropriate access.