> ## Documentation Index > Fetch the complete documentation index at: https://docs.saphion.co.uk/llms.txt > Use this file to discover all available pages before exploring further. # Sharing and access > Who can open what: invite-only sharing, the four Project roles, owner-controlled items, and what to do when something is missing. Everything you make in Saphion starts private. You and the people you invite by name can open it. Nothing is open to the whole Organisation unless an Admin opens it, and a request to Beacon never gives you, or Beacon, access you did not already have. > [!NOTE] > > Anyone with Manager access to a Project, or who owns an item, can share it. ![A Project sharing dialog with access levels and sample members.](https://mintcdn.com/saphion/F5a0XE-YKidXHEWP/images/work/sharing-and-access-1.webp?fit=max\&auto=format\&n=F5a0XE-YKidXHEWP\&q=85\&s=179103f840ad718ae2f623fea3f0e924) Project access ## Three separate checks When you cannot see or change something, one of three things decides it, and they are checked separately. | Check | What it decides | | - | - | | **Your role in the Organisation** | Whether you are an **Admin** or a **Member**, and the powers your Permissions give you. Most Permissions open no Project, but the **View**, **Comment on** and **Edit every Project** powers do. See [Teams and Permissions](https://docs.saphion.co.uk/admin/teams-and-permissions.md). | | **Access to that Project or item** | Whether you can open it, and what you can do there: by being added, through a role you fill on the Project, or through one of those powers. This page. | | **Product seats** | Whether you can use a specialist product such as CRM. See [Invite and manage people](https://docs.saphion.co.uk/admin/members-and-roles.md). | A person who cannot see something may be missing any one of the three. ## Share a Project **1. Open Share** Choose the faces at the top right of the Project, or **Share** in its **⋯** menu. **2. Add people or teams** Type in the **Add people or teams** box, which says "Add people by email". Choose people, teams or email addresses. The count shows how many you have chosen. **3. Choose an access level** Choose the **Access level**: **Viewer**, **Contributor**, **Editor** or **Manager**. To give several people different levels, choose **Different for each person** and set a row for each. **4. Send the invitation** Choose the button at the bottom right. It is worded from what you chose, such as "Invite 1 person and 2 teams". A team's members each hold the level given to the team. **Copy link** at the bottom left copies the Project's address, which opens only for people who already have access. ### Project roles Each role adds to the one before it. | Role | What it lets a person do | | - | - | | **Viewer** | Read only. | | **Contributor** | Comment, and update and complete the Actions assigned to them. They cannot change deadlines or assignments. | | **Editor** | Edit, and assign Actions. They cannot change who has access. | | **Manager** | Edit, and change who has access. | The list under the form shows who already has access, with each role as a tag. A person who may change a role opens the tag's menu and picks another, or chooses **Remove access**. Each person takes two lines, their name and their email. Anyone who holds a role on the Project has a small tag after their name with the role's name, for example "Contracts Manager"; a role held on a Project above this one says so when you hover it. A person whose only access comes with a role, or with a Permission, shows their level without a menu: hover it to see where it is changed (the Project's **Roles** tab, or the Permission). Someone with a direct grant as well as a role keeps their level menu. Anyone can choose **Leave** on a Project they were added to. If someone has access only through a team, the choice reads **Remove direct access**. Saphion confirms the change and offers **Undo**. A person invited by email who has not joined yet shows **Invitation pending**. A Project's **Project lead** is responsible for the work, and the role gives Editor access to that Project. Other roles on the Project's **Team** tab, such as Contracts Manager, give the level an Admin set for them. See [Roles on a Project](https://docs.saphion.co.uk/admin/teams-and-permissions.md#roles-on-a-project). ## Share a board, dashboard or file Anything you make outside a Project, such as a board, a dashboard or a file, has an **Owner** and two levels for everyone else. * **Editor**: edit it. They cannot change who has access. * **Viewer**: read only. Open the item's **Share** door. In a file's menu it is **Share**. On a board or dashboard it is the faces in the header. Add people, choose a level and send. A board or dashboard can be shared with teams as well as people. A file can be shared with people only. The Owner manages who has access and can **Transfer ownership** to another member of the Organisation. The previous Owner keeps Editor access. Choose **Copy link** to copy the item's address: it opens only for people who can already open the item. An item filed in a Project, such as a file in the Project's **Files** tab, follows the Project's people and has no audience of its own. ### Open something to the whole Organisation Only an Organisation Admin can open a board or a dashboard to the whole Organisation, and then only to view. Everyone else still needs an invitation to edit. ## Ask for access If you open a Project, board or dashboard you cannot access, Saphion says so, without telling you anything about what is inside. Choose **Request access** and the people who manage it are told. Files cannot be requested. Ask the Owner to share the file. ## Admins An Admin can open and manage everything in the Organisation. An Admin is not listed on a Project, or counted among its people, until they choose **Join** by working in it. Until then the dialog says "You can open this as an Organisation admin. Join to be listed among its people." ## When something is missing **1. Check you are in the right Organisation** The Organisation menu at the top of the sidebar shows which one you are working in. **2. Read the message** If you open a Project or item you cannot access, Saphion says so. Choose **Request access** where it is offered. Keep the message if you need to ask for help. **3. Ask for the right change** Say what you need to do with it: read it, update your own Actions, edit it or manage who has access. Someone who manages it, or an Admin, can then change your role. **4. Check it worked** Return to the original place and confirm the action is now available. Do not move restricted material somewhere else to get around a refusal. If an Admin believes the access is right and you still cannot open it, [contact Support](https://docs.saphion.co.uk/help/contact-support.md). ## How it works How access reaches a person, and what happens when it does not. * **A role or a Permission can open a Project.** Filling a role on a Project gives that role's level on it and on the Projects filed under it. A Permission with a **Projects** power opens every Project, including ones made later. Both are listed under **People with access** and change when the role or Permission changes. * **Admins see everything.** Organisation Admins can open and manage everything in the Organisation, and are the only people who can open an item to the whole Organisation, as view only. * **Private first.** Everything new is private to you and the people you invite. Access never widens by itself. * **A view is not access.** A saved view or a dashboard never gives anyone more records than they already have. Widgets read as each viewer. * **Records can have their own rules.** A field can be restricted so only some roles see or edit it, and an Action that follows a Company is seen only by people who can see that Company, plus its Assignee. See [Fields](https://docs.saphion.co.uk/work/fields.md). * **Beacon works inside your access.** Beacon can read and act only where you could yourself. If you lose access to something before you send a message that mentions it, the message tells you which mention is no longer available to you. See [Chat with Beacon](https://docs.saphion.co.uk/beacon/chat.md). | Item | Shared with | Can request access | Can open to the Organisation (Admin) | | - | - | - | - | | Project | People and teams | Yes | No | | Board | People and teams | Yes | Yes, view only | | Dashboard | People and teams | Yes | Yes, view only | | File | People only | No | No | ## Ask Beacon * "Who has access to the Harbour Road Project?" * "Share the Site visits board with the site team as Editors." ## FAQ > **Why is the Share button missing or disabled?** > > Sharing needs Manager access to a Project, or ownership of an item. Hover over a disabled control to read why. > **What is the difference between Contributor and Editor?** > > A Contributor works on the Actions assigned to them and comments. An Editor edits the Project's work and can assign Actions. > **Can I give access to someone outside the Organisation?** > > Type their email address in the **Add people or teams** box. They are invited and show **Invitation pending** until they accept. Seats and roles in the Organisation stay with your Admin. See [Invite and manage people](https://docs.saphion.co.uk/admin/members-and-roles.md). > **I removed someone by mistake.** > > Choose **Undo** on the message that follows, or add them again. ## Related * [Teams and Permissions](https://docs.saphion.co.uk/admin/teams-and-permissions.md): Permissions, teams, the roles on a Project and what each Access level can do. * [Projects](https://docs.saphion.co.uk/work/projects.md): What a Project holds and who runs it. * [Files](https://docs.saphion.co.uk/work/files.md): Share and move stored files. * [Dashboards](https://docs.saphion.co.uk/work/dashboards.md): Share a dashboard. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.