Sharing & Permissions¶

Learn how to share documents and manage permissions for team collaboration.

Overview¶

Archivus provides flexible sharing and permission management:

• User sharing - Share with specific users
• Workspace sharing - Share with entire workspaces
• Share links - Create shareable links (Pro+)
• Permission levels - Control what users can do

Permission Levels¶

Permission Types¶

Choosing Permission Level¶

Share with User¶

Basic Sharing¶

1. Open document
2. Click "Share" button
3. Enter user email
4. Select permission level
5. Click "Share"

User receives email invitation with access link.

Quick Share¶

For users already in your organization:

1. Click "Share"
2. Start typing name
3. Select from dropdown
4. Choose permission
5. Access granted immediately

Share with Workspace¶

Share a document with all workspace members:

1. Open document
2. Click "Share"
3. Select "Share with Workspace"
4. Choose workspace
5. Select permission level
6. Click "Share"

All workspace members get access based on permission level.

Share Links (Pro+)¶

Create Share Link¶

Create a link anyone can use:

1. Open document
2. Click "Share" → "Create Link"
3. Configure options:
4. Permission level
5. Expiration date
6. Password (optional)
7. Click "Create Link"
8. Copy link to share

Password-Protected Link¶

Add extra security:

1. Create share link
2. Enable "Require Password"
3. Set password
4. Share link and password separately

Link Expiration¶

Set automatic expiration:

1. Create share link
2. Set "Expires" date
3. Link stops working after expiration
4. Extend or delete as needed

Manage Share Links¶

View and manage all share links:

1. Open document
2. Go to "Share" → "Links" tab
3. See all active links
4. Edit, extend, or delete links

Managing Shares¶

View Who Has Access¶

1. Open document
2. Click "Share"
3. See "People with Access" list
4. View permission levels

Update Permissions¶

Change someone's access level:

1. Open document
2. Click "Share"
3. Find person in list
4. Change permission dropdown
5. Changes apply immediately

Revoke Access¶

Remove someone's access:

1. Open document
2. Click "Share"
3. Find person in list
4. Click "Remove"
5. Access revoked immediately

Bulk Sharing¶

Share multiple documents at once:

1. Select documents (Cmd/Ctrl+click)
2. Click "Bulk Actions"
3. Select "Share"
4. Choose users/workspace
5. Set permission level
6. All selected documents shared

Best Practices¶

Permission Strategy¶

Share Link Security¶

Access Audits¶

Regular review of access:

• Monthly - Review active share links
• Quarterly - Audit user permissions
• Annually - Full access review
• On departure - Revoke when users leave

Sharing Limits¶

By plan:

Notifications¶

Users are notified when:

• Document is shared with them
• Permission level changes
• Access is revoked
• Document they have access to is updated

Configure notifications in Settings → Notifications.

Troubleshooting¶

User Can't Access Shared Document¶

Check:

1. User has account (or invited)
2. Permission not revoked
3. Document not deleted
4. Workspace membership (if shared via workspace)

Share Link Not Working¶

Possible reasons:

• Link expired
• Password required but not provided
• Link was deleted
• Document was deleted

Solution: Create new link or check expiration

Can't Share Document¶

Possible reasons:

• Insufficient permissions (must be owner or admin)
• Reached sharing limit for plan
• Document in workspace you don't own

Solution: Check permissions or upgrade plan

Next Steps¶

• Workspaces - Organize team documents
• Document Management - Upload and organize