WorkCanvas sharing permissions

3 min read

Feature

Have you put a lot of time and effort into creating the perfect canvas? Do you want to share that canvas with the world? 🌎

With WorkCanvas sharing permissions there are two options to share; either by Private Access or Public Access, ensuring that your canvas can be seen and accessed by new members of the account, as well as visitors.

Private Access

When a member is invited to a canvas via the "Private Access" option, they are automatically given access to not only the canvas they were added from, but all the canvases in that specific team or project. The added member by default will have access to the account's homepage, and will also be given Editor permissions which can be adjusted after they have been added.

WC- Restricted Access New.png

Public Access

When sharing via Public Access, anyone with the link can access that specific canvas, but no other canvases on the account. The member sharing the link can also choose the invitees role, being either Editor or Viewer. If the member enables "Anyone with a link can Edit", then anyone who receives that link can edit the canvas and forward the link on.

WC- Share Public Link new.gif

Note: Only Owners of the Canvas can change the sharing option to Public Access. Once the public link is live, anyone can share the public link.

The Public Access link is only available on our Pro and Enterprise plans. If you attempt to share a public link on the Free Plan, a message will appear, reverting you to upgrade your account. All members of the account can upgrade the account, however only Admins can cancel the account billing.

WC- Upgrade to Share.png

The owner of the Team or Project can also change an existing member's permission on the canvas from within the Share Canvas modal, using the dropdown arrow to the right of the members name. Here they can choose to change existing members to either "Viewer" or "Editor".

WC- Change user type from share model.gif

Password protect

Password protect allows you to share a canvas broadly to users outside of your account via Public Access, while still affording you security measurements. By setting a password you can control which external users can have access to the canvas.

To set a password for your canvas, select the checkbox next to "Set password", and input a password of your choice in the text-box that appears. Once you have chosen a password, click on the "Set password" button to save it.

WC- Password Protect .gif

Note: Password protect is only available when using the Public Access sharing option, and as such this feature is only available for Pro and ENT accounts.

When a user external to your account clicks on the Public Access link, a screen will appear in their browser asking them for the password in order to access the canvas. When the correct password is entered, the user will be prompted to input their name, and select "Enter as a visitor".

WC- Enter Password.gif

Tip: By hovering over or clicking on the user icons in the top right-hand corner of the canvas, you can see which external users have accessed the canvas.

If a user enters the incorrect password they will be notified that the password is not correct, and they will not have access to the canvas until they enter the correct one.

WC- Incorrect password.png