Sharing & Collaboration
Last updated: February 2026
Learn how to share your collections, manage permissions, invite team members, and work together effectively within Collections Manager.
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Overview
Sharing is at the heart of Collections Manager. Whether you are collaborating with a small team or distributing resources across an entire organization, the sharing tools give you full control over who can view, edit, and manage your collections.
Every collection you create starts as private by default. You decide when and how to share it. Collections Manager supports granular permission levels, so you can give each collaborator exactly the access they need — nothing more, nothing less.
Tip: You can share a collection at any stage. You do not have to finish building it before inviting others.
Permission Levels
Collections Manager uses three permission levels to control what each collaborator can do within a shared collection.
| Capability | Viewer | Editor | Admin |
|---|---|---|---|
| View collection and items | |||
| Download and export | |||
| Add and edit items | |||
| Remove items from collection | |||
| Edit collection settings | |||
| Invite and remove collaborators | |||
| Delete the collection |
Caution: Admin-level collaborators can delete the collection entirely. Only grant Admin access to people you trust fully.
Inviting Team Members
There are three ways to invite collaborators to a collection.
Invite by Email
Enter one or more email addresses in the share dialog. Each invitee will receive an email notification with a direct link to the collection. If the recipient does not yet have a Collections Manager account, they will be prompted to sign up first.
- Separate multiple emails with commas or by pressing Enter.
- Set the same permission level for all invitees, or assign permissions individually.
- Optionally include a personal message with the invitation.
Invite by Link
Generate a shareable link that you can send through any channel — email, chat, or messaging platform. Link sharing offers two modes:
- Direct access — Anyone with the link gains the assigned permission level automatically.
- Request access — Anyone with the link can request to join. You approve or deny requests from the collection settings.
Tip: Share links can be set to expire after a specific time period (24 hours, 7 days, 30 days, or never). Expired links become inactive automatically.
Bulk Invite
Need to invite a large team? Use the bulk invite feature to add multiple members at once.
- Open the share dialog and click Bulk Invite.
- Paste a list of email addresses (one per line) or upload a CSV file containing email addresses.
- Select the default permission level for all invitees.
- Click Send All Invitations to process the batch.
You will receive a summary showing how many invitations were sent successfully, and any addresses that could not be processed.
Organization-Wide Sharing
If your account is part of an organization, you can share collections with all members at once instead of inviting individuals.
Sharing with Your Organization
- Open the share dialog for the collection.
- Select the Organization tab.
- Choose the visibility level: All Members (everyone in the org) or Specific Teams (select individual teams).
- Set the default permission level for organization members.
- Click Share to Organization.
The collection will appear in the Organization Collections section for all eligible members.
Organization Visibility Settings
Organization administrators can configure default sharing policies that apply to all collections within the org:
- Open — All org members can view all org-shared collections by default.
- Restricted — Only specifically invited members or teams can access collections.
- Team-based — Collections are visible to members of the same team automatically.
Tip: Organization-shared collections still respect individual permission levels. Even if a collection is visible org-wide as Viewer, you can grant specific people Editor or Admin access.
Public vs Private Collections
Understanding the difference between public and private collections helps you choose the right visibility for each use case.
Private Collections
- Only visible to you and explicitly invited collaborators.
- Do not appear in search results or the Explore page.
- Ideal for personal projects, drafts, and sensitive content.
- Default setting for all newly created collections.
Public Collections
- Visible to all authenticated users on the platform.
- Appear in search results and the Explore page.
- Others can view and fork the collection, but cannot edit without permission.
- Ideal for showcasing work, sharing resources, and community contributions.
Changing Visibility
To change a collection from private to public (or vice versa), open the collection settings and toggle the Visibility switch. Changing to private immediately removes the collection from search results and the Explore page.
Caution: Making a collection public means any authenticated user can view its contents. Review the collection carefully before publishing.
Collaboration Best Practices
Follow these guidelines to get the most out of sharing and collaboration.
Grant the minimum permission level required for each collaborator's role. Start with Viewer access and upgrade only when needed.
When sharing with contractors or external reviewers, use links that expire after a defined period so you do not have to remember to revoke access manually.
Review the Members panel periodically. Remove collaborators who no longer need access and verify that permission levels are still appropriate.
Use the personal message field when sending invitations. Let collaborators know what you expect and how the collection should be used.
Add clear names, descriptions, and tags to your collections before sharing. Well-organized collections make collaboration much smoother.
Never include credentials, API keys, or other sensitive data in shared collections. If you need to reference such items, use a separate, restricted collection.