Shared records

When to share a record

• A client needs to review one deliverable or case
• A teammate only needs one record
• An outside reviewer needs to comment on a specific item
• A partner needs context without access to the full workflow

How a private share works

Share Access on a record invites specific people as Viewer or Editor. Editors can add notes and images. You choose which columns they see, which fields they may edit, and when the share expires: after a number of days, on a date, or never. Select several rows and use Share Access in the bulk bar to share many records at once; each record gets its own link.

For the person you share with, the record appears in their Shared Records project, so everything shared with them individually stays in one place.

Prepare before sharing

• Make the title and visible fields understandable
• Remove or hide internal-only clutter
• Pin the note that explains the current state
• Check attached files from the guest’s perspective
• Make the requested action clear

When not to use shared records

If the person needs to compare many records, search the project, or work in the full workflow, a collaborator seat, a project invite, or a public project link is usually better.