Sharing

Documents provides flexible sharing options that let you control exactly who can access each document. From private drafts to public share links, visibility can be configured per document to match your sharing needs.

Visibility Settings

Every document has a Visibility field that determines the base level of access. For a full description of each level, see documents/visibility-levels.

Changing visibility

  1. Open the document

  2. Locate the Visibility field

  3. Select the desired level:

    • Private – Only you can see and edit

    • Company – All employees can read

    • Shared – Specific users or groups only

    • Public – Anyone with the share link

  4. Click Save

Note

Changing a document’s visibility takes effect immediately. If you change a shared document to private, other users immediately lose access.

Sharing with Internal Users

Company-wide sharing

The simplest way to share a document with all employees is to set its visibility to Company. All internal Progrid users will be able to find and read the document.

To share with the entire company:

  1. Open the document

  2. Set Visibility to Company

  3. Click Save

Company-visible documents appear in the document lists of all internal users and can be found through search and filters.

Sharing with specific users

For documents that should only be accessible to certain people, use Shared visibility:

  1. Open the document

  2. Set Visibility to Shared

  3. Add the specific users or groups who should have access

  4. Click Save

Only the designated users and members of the designated groups will see the document.

Sharing via folder access

Documents inherit some visibility characteristics from their folders. When a user has access to a folder, they can browse the documents within it (subject to each document’s individual visibility settings).

To share a group of related documents:

  1. Create a folder for the documents

  2. Move or upload the documents into the folder

  3. Share the folder with the intended audience

  4. Individual documents within the folder respect their own visibility settings

Tip

Folder-based sharing is the most efficient approach for project teams or departments that need access to a collection of related documents.

Sharing with External Contacts

Portal access

If your organization uses the Progrid portal, external contacts with portal accounts can access documents shared with them through their portal dashboard.

Portal users can:

  • View documents shared with them

  • Download documents

  • Browse shared folders

Portal users cannot:

  • Edit documents

  • Delete documents

  • Change visibility settings

  • Create new documents

See also

../security for detailed information about portal access controls.

Managing Shared Access

Reviewing who has access

To see who can access a document:

  1. Open the document

  2. Check the Visibility setting:

    • Private – Only you

    • Company – All internal users

    • Shared – Check the list of shared users and groups

    • Public – Anyone with the link

Revoking access

To remove someone’s access to a document:

  • For Company visibility – Change the visibility to Private or Shared (excluding the user)

  • For Shared visibility – Remove the user or group from the sharing list

  • For Public visibility – Change the visibility to any non-public level to invalidate all share links

Note

Access changes take effect immediately. Users who currently have the document open will not be able to reload or re-access it after their access is revoked.

Transferring ownership

If you need to transfer a document to another user (e.g., when an employee changes roles or leaves the organization):

  1. Open the document

  2. Change the Owner field to the new owner

  3. Click Save

The new owner gains full access to the document, including the ability to change its visibility and sharing settings.

Sharing Workflows

Sharing a proposal with a customer

  1. Create the proposal document (or generate a working copy from a template)

  2. Review and finalize the content

  3. Set visibility to Public

  4. Copy the share link

  5. Send the link to the customer via email

The customer can view the proposal in their browser without needing a Progrid account.

Sharing project documents with a team

  1. Create a folder for the project

  2. Upload or move all project documents into the folder

  3. Set individual document visibility to Shared

  4. Add the project team members to each document’s sharing list, or share the folder

Alternatively, set documents to Company visibility if all employees should have access.

Collaborating on a draft

  1. Create the document and keep it Private while drafting

  2. When ready for review, change visibility to Shared and add reviewers

  3. After review and approval, change visibility to Company or Public as needed

Best Practices

  • Start private, open up gradually – Create documents as private and increase visibility only when ready

  • Use folders for team sharing – Group related documents in folders rather than sharing each document individually

  • Review public documents regularly – Periodically audit documents with public visibility to ensure they still need external access

  • Use descriptive names – Give documents clear, descriptive names so shared recipients understand what they are accessing

  • Revoke access promptly – When a document no longer needs to be shared, reduce its visibility immediately

See also

  • ../security for access control and file security details

  • Managing Documents for organizing documents in folders

  • Templates for sharing document templates