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Sharing

Create and manage public links

Public links publish selected lists, docs, and whiteboards to read-only web pages. Use them when someone outside the Space needs to review work without being invited as a member.

Use public links to:

  1. Publish a List to a /list/… page.
  2. Publish a Doc to a /doc/… page.
  3. Publish a Whiteboard to a /whiteboard/… page.
  4. Copy the public URL.
  5. Customize the public slug when allowed.
  6. Turn public access off when review is complete.

Terms you may see:

  • Publish to web creates or activates the public link.
  • Copy link copies the current public URL to your clipboard.
  • Customize URL changes the readable part of the public URL.
  • Read-only page lets viewers inspect content without changing it.
  • Private member sharing stays inside the signed-in app and uses member access rules.

Before you start

  • You need settings access for the list, doc, or whiteboard.
  • The app must be online.
  • Public sharing and custom URLs can depend on plan availability.
  • The item must not be archived or deleted.

How public sharing works

  1. Open the list, doc, or whiteboard.
  2. Open Share or the item settings area that contains sharing.
  3. Turn on Publish to web.
  4. Wait for the public URL to be generated.
  5. Select Copy link.
  6. Share the link with the intended viewer.
  7. Turn off Publish to web when public access should stop.

Expected outcome: The copied URL opens the correct public read-only page while public access is active.

  1. Open the item you want to share.
  2. Open Share.
  3. Turn on Publish to web.
  4. Wait until the app finishes creating the link.
  5. Select Copy link.
  6. Send the link to the intended viewer.

Expected outcome: The viewer can open the matching public page without signing in.

Customize a public URL

  1. Confirm Publish to web is on.
  2. Select Customize URL.
  3. Enter a clear slug.
  4. Use at least a short readable phrase, not a one-character value.
  5. Select Update.
  6. Copy the link again after the custom URL changes.

The app normalizes custom slugs by lowercasing them and removing unsupported punctuation. If the slug is already used by another public link, choose a more specific slug.

Turn public access off

  1. Open the item share settings.
  2. Turn Publish to web off.
  3. Confirm that external viewers should no longer open the page.
  4. Send a notice if the link was shared with others.

Expected outcome: The old public link no longer opens the item.

Use private sharing instead

Choose private member sharing when the viewer needs editing, comments, or controlled access inside the Space. Public links are not a substitute for role-based collaboration.

Troubleshooting

Publish to web is disabled

  • Symptom: The public toggle cannot be selected.
  • Cause: You may be offline or lack settings access.
  • Resolution:
    1. Confirm the app is online.
    2. Confirm you can manage settings for the item.
    3. Ask a Space owner/admin to update sharing if needed.

Customize URL shows an upgrade prompt

  • Symptom: Customize URL opens an upgrade message instead of the editor.
  • Cause: Custom URL editing may not be included in the current plan.
  • Resolution:
    1. Ask a billing admin to review plan availability.
    2. Use the generated link until custom URLs are available.

The app says the URL already exists

  • Symptom: A custom URL cannot be saved.
  • Cause: Another public link already uses the same slug.
  • Resolution:
    1. Choose a more specific slug.
    2. Add the team, client, date, or review purpose.
    3. Avoid punctuation and special characters.

Copied link opens old or missing content

  • Symptom: The public page does not match the expected item.
  • Cause: The link may be old, inactive, or copied before the latest update finished.
  • Resolution:
    1. Reopen the item share settings.
    2. Confirm Publish to web is on.
    3. Select Copy link again.
    4. Share the newly copied link.

FAQ

Is public sharing the same as adding members?

No. Public sharing creates a read-only web link. Member sharing controls signed-in access inside the Space.

Can a public viewer edit the item?

No. Public list, doc, and whiteboard pages are read-only.

Yes. Deleted or archived items do not remain available through the public page.