Create and organize template spaces
Creating a new template space does not require specific permissions. You can freely build and organize your own spaces to manage and share your templates with others. However, to manage access for an existing shared template space, you must have the “Manage space” permission.
Understand private vs. shared template spaces
While every user can create private template spaces for individual work, these remain completely hidden from others. A space only becomes shared when you explicitly add other company users, external users, or user groups to it.
You can easily distinguish between the two types by looking at your left-hand sidebar under the Templates main menu tab:
Private template spaces: Located under the "Private" section. These are visible only to you.
Shared template spaces: Located under the "Shared" section. These are either shared by others with you, or shared with you by others.
Create a new template space
You can create a new template space at any time to start grouping relevant templates together.
Click on the Templates tab from the main navigation menu.
Click the + Add space button located at the top of the left-hand sidebar.
Type a descriptive name for your new space.
Press Enter to save it. The new space will automatically appear in your sidebar under Private. It will remain available in this section until you actively share it with others.
How can I turn a private template space into a shared one?
Converting a private template space into a shared space requires specific permissions. To manage space visibility, you must have rights to “Manage access” for that specific space.
Click on the Templates tab from the main navigation menu.
Locate the template space in the left-hand sidebar under the Private section and click to open it, or click on the three dots next to its name.
Click the Manage access button located in the top right corner of the screen or at the top of the three dots menu options.
Invite specific users, external collaborators or user groups from your company account to grant them access.
Once you successfully invite other users to collaborate, the template space is automatically converted to a shared one. It will immediately move from your private spaces list to the shared spaces section in the left-hand sidebar of the Templates menu tab for everyone with access.
Frequently asked questions
Can I share a private space without any templates added to it?
Yes, sharing an empty private space will not impact its visibility. All company users, external collaborators or user groups you have shared the space with will be able to see and access it, regardless of their specific access level, even if the space currently contains no templates.
Who owns the templates added to a shared space?
When a template is added to a shared space, there is no longer a single person who owns it. Essentially, all templates are owned by the company itself. spaces are high-trust environments that allow you, your company or external collaborators to work on the same templates based on your assigned access levels.
All shared permissions in template spaces allow you to save the templates added to them under your default shared Templates space, called “Company templates”. Open the template, click on the three dots next to the template’s title, and select Save as a new template to add a duplicate of the template under your default Company templates space.
How are users notified when a template space is shared with them?
When you share a template space with others, they will automatically receive an email notification. The email will specify who invited them and the name of the shared template space. To access the shared template space, the recipient can click the blue Open the space button directly within the email.
Helpful guides: