Share a Space

A Space can be shared with people who are not members of the workspace: an auditor, a client, a board member. They view it read-only, as guests, and see only what the Space holds. Workspace members keep seeing every Space as before.

Before you start: the workspace's sharing settings

Two switches in Settings, Workspace, General, under Sharing, decide what a Space may offer:

• External sharing lets the workspace's Spaces be shared with people outside it. It is on by default. Turning it off pauses every invitation and ends every public link.
• Public links lets a Space be opened by anyone with its link, without signing in. It is off by default and needs external sharing. Turning it off ends every public link.

While a switch is off, the matching choice in a Space's sharing dialog is greyed out, and hovering it says where to turn it on. See Workspace settings.

Open the sharing dialog

On the Space's page, click Share in the header. The button shows how many people the Space is shared with, and a globe when it is open to anyone with its link. The External sharing dialog opens (Choose who besides the workspace’s members can view “Space name” and open what it holds.), followed by what the access you pick means. Changes save as you make them; close it with ✕.

Choose who can open it

Pick an option under Access:

Invite people

With Members and people you invite picked, the dialog lists External members:

1. Type one or more email addresses in the field (Separate addresses with commas), up to 20 at a time.
2. Choose how long they can view the Space: In 24 hours, In 1 week (the default), or Custom date, which opens a calendar for any day up to a year ahead.
3. Click Add. SPARK emails each person an invitation.

Each person is listed with their access: Member for someone already in the workspace, Can view until a date and time for a guest, or Expired. Open a row's ⋯ for Renew access (which sends the invitation again) or Remove access.

Share by public link

With Anyone with the link picked, the dialog shows the Space's link with a Copy button. Anyone who has it can view the Space without signing in, until you change the access or an admin turns public links off.

A public Space is marked Public beside its name on its page and in the Spaces list, and with an orange globe in the sidebar.

See what guests see

The dialog's header has View as guest (the eye icon) whenever the access is not Workspace members only, even before anyone is added. It opens the Space in a new tab exactly as its guests see it, marked Guest preview at the top right. The preview lasts an hour; when it ends, the tab reads This preview has ended. Open another from the dialog.

What guests can see

A guest's page is the Space's page, read-only, with no way to add, edit or share. They can open:

• The Space's widgets and canvases.
• Its tasks and files, picked by hand or matched by its filters, with comments and activity on its tasks.
• The data objects (tables) it holds.
• Its workflows, step by step but without their settings or parameter values.
• Its document extractions, in the same viewer members use, with the source files they were read from.

Threads and agents are never shown to guests.

Widgets that read data the Space doesn't hold

A widget shows guests only the tables the Space holds. When a widget reads a data object that is not in the Space, members see it marked on the Space's page, for example Positions isn't in this space, so its guests don't see this widget, with a Share table (or Share tables) button that adds the table to the Space. A tasks or files widget shows guests only the tasks or files the Space lists.

The guest's side

• Signing in. An invitation's link signs the guest in and opens the Space. A guest who arrives signed out sees Sign in to view a shared space, enters the address the invitation went to and clicks Continue; a sign-in link is then emailed to them. One sign-in opens every Space shared with that address, and the guest's sidebar lists them all.
• Access details. On the Space's page, the lock button (Access) shows who shared it and when access ends.
• When access ends. The guest sees Your access has ended and can click Ask for access again. Everyone who manages the Space's access gets an email with a link back to the sharing dialog to renew it, and the guest's row reads Asked for access again.

Stop sharing

Set Access back to Workspace members only to close the Space to everyone outside the workspace, or remove people one by one with Remove access.

Where to go next

• Create a Space and add items: Create a Space
• Archive or delete one: Manage Spaces
• Workspace-level switches: Workspace settings