Share, archive, delete, and restore Whiteboards

Whiteboard access and recovery controls are available from the Whiteboard header and Settings dialog when you have permission. Use them to manage who can view the canvas, whether it can be opened publicly in read-only mode, and whether inactive or deleted Whiteboards can be recovered.

Before you start

• You need access to open the Whiteboard.
• Settings and sharing controls require settings access.
• Archive, unarchive, delete, and restore require delete or restore access.
• Public link changes and private sharing changes require network connectivity.

Share and Settings Reference

Control	What it does	Notes
Title	Opens Settings and rename controls.	Name field is disabled without edit access.
Public sharing section	Manages public read-only access when available.	Public viewers cannot edit the canvas.
Make Private	Restricts access to selected signed-in users.	Can be disabled by plan, settings, or permission.
Shared-with controls	Adds/removes people for private access.	Requires online state and settings access.
Owner row	Shows who owns the Whiteboard.	Ask this person or a Space admin for access changes.
No internet chip	Warns that network-only changes are unavailable.	Reconnect before changing access.

More Actions Reference

Action	What happens	Use it when
Share or Settings	Opens rename and access controls.	You need to update access or the Whiteboard name.
Version History	Opens saved canvas versions.	You need to inspect or restore an earlier state.
Archive	Removes the Whiteboard from active Collections.	The canvas is inactive but should be kept.
Unarchive	Returns an archived Whiteboard to active visibility.	Work resumes on the canvas.
Delete	Removes the Whiteboard and may send it to Recently Deleted.	The canvas should be removed.

Public Whiteboard Behavior

• Public Whiteboard links are read-only.
• Public viewers do not show edit tools, collaboration controls, private sharing, version restore, archive, or delete actions.
• If a link is inactive, outdated, archived, deleted, or blocked by access rules, the public page can show a missing-content or blank-canvas state.

Recover a Whiteboard

1. Open Settings.
2. Use Archived for archived Whiteboards or Recently Deleted for deleted Whiteboards.
3. Search by Whiteboard name.
4. Select Unarchive or Restore when available.
5. Reopen Collections and confirm the Whiteboard is visible.

Troubleshooting

A public Whiteboard opens blank

• Symptom: The public page opens but the canvas appears empty.
• Cause: The link may point to an inactive canvas, loading may have failed, or the Whiteboard may have no saved content.
• Resolution:
  1. Reload once.
  2. Ask the owner to open the signed-in Whiteboard and confirm it has content.
  3. Ask the owner to check public link status.

Archive or Delete is disabled

• Symptom: The action is unavailable.
• Cause: You may not have delete access, the app may be offline, or the Whiteboard state may block the action.
• Resolution:
  1. Confirm your access with the owner or Space admin.
  2. Reconnect if the app shows no internet.
  3. Ask an admin to perform the action if needed.

Version restore is risky

• Symptom: You are unsure whether to restore an older version.
• Cause: Restoring replaces the current canvas with the selected version.
• Resolution:
  1. Review the preview carefully.
  2. Confirm collaborators are not actively editing.
  3. Restore only when the older version is the intended current state.