Shared with me
When a colleague shares something with you, it arrives in three places: a notification, a Shared tab in that workspace, and a band on your dashboard home. You never have to go looking for it.
Your own runs stay where they always were. Nothing a colleague shares is mixed into your own history.
Where a shared item lands
The Shared tab of a workspace's history holds one row per item, naming who shared it and the access you were given.
The Shared tab
Every workspace's history has a Shared tab. It sits after Completed, and carries a count only when there is something on it, so a bare Shared means nothing has been shared with you in that workspace yet.
The tab is a table. Selecting a row opens the item with whatever role you were given.
| Column | What it shows |
|---|---|
| Item | The item's name. It falls back to the workspace name on a run that was never named. |
| Shared by | The owner, with their avatar. |
| Your access | Editor or Viewer. |
| Shared | How long ago it was shared with you. |
| Status | Where the run got to: completed, in progress, or a terminal state. |
An empty tab reads Nothing shared with you yet, with the line Items your teammates share with you will appear here. If the list cannot be loaded it says Could not load shared items and offers Retry.
The tab is absent entirely when sharing is unavailable to you. See Sharing a work item for the two conditions.
The dashboard home band
Open your dashboard (opens in a new tab)A Shared with me band on the dashboard home carries the five most recent items across all seven workspaces, newest first. Each row shows the owner's avatar, the item's name, a line naming the workspace and who shared it, and how long ago.
The band hides itself when nothing has been shared with you, so it never sits empty on the page. It appears below your credit usage and above the rest of the home bands.
Shared by, wherever it appears
Once an item is shared it is marked as such everywhere it is listed:
- Avatar stacks on history rows and item headers show the owner and every collaborator. A green dot means that person is reading it right now.
- Shared by, followed by the owner's name, appears on recent-activity rows for work that belongs to somebody else. Your own shared items do not carry the label, because you know who owns them.
Notifications
Three things about a shared item reach you as a notification. Each arrives in the bell in the top bar, and by email unless you have turned email off.
| What happened | What you get |
|---|---|
| Something was shared with you | The item, the workspace, who shared it, your role, and a link straight into it. |
| Your access was removed | The item and who removed you. There is no link, because you can no longer open it. |
| An item was transferred to you | You are now its owner, with a link into it. |
Two changes are deliberately quiet. Nobody is notified when a collaborator's role is changed, and the owner is not notified when a collaborator leaves an item.
Find the setting
Open Preferences. The Notifications card groups every notification you can receive.
Open the Collaboration group
The group is called Collaboration, and it holds two toggles.
- Sharing alerts - Notify me when files or folders are shared with me.
- Organization events - Notify me about team member and organization changes.
Both are on to begin with. Sharing alerts is the one that governs everything on this page.
Decide about email separately
Email notifications, in the General group on the same card, is a master switch across every category. Turning it off leaves you the in-app bell and nothing in your inbox.
Notifications you have already received are listed in the feed behind the bell, which is a separate screen from these settings. See Notifications.
Open Preferences (opens in a new tab)Opening a shared item
Selecting a row on the Shared tab, a row in the home band, or the link in a notification all land you in the same place: the item itself, live, with whatever role you hold.
A shared multi-file document review opens on its cross-document view rather than on one file, because the run was shared as a whole.
Once you are in, the header shows the avatar stack and the Share button. If you are an editor you can add more colleagues from there. If you no longer need the item, Leave on your own row in the share dialog removes it from your lists without troubling the owner.
Next steps
- Sharing a work item - roles, the share dialog, and the permission matrix.
- Working together - what a viewer can and cannot touch.
- FAQ - the questions that come up most.