Share template spaces and manage simultaneous edits
Sharing template spaces and managing their access requires specific permissions. If you create a new template space yourself, you can freely share it with anyone without needing additional permissions. However, to manage access for an existing shared template space, you must have the “Manage space” permission.
Manage access with user groups
You can manage access to template spaces efficiently using your company’s User groups.
Click on the Templates tab from the main navigation menu.
Click on the specific template space you want to share from the left-hand sidebar.
Click on the Manage Access button at the top right-hand side of the screen.
Click on the User groups tab instead of typing individual user names.
Select the specific group that needs access to the template space from your available list of company groups.
Select the type of access to the template space which that user group needs and click on the blue Share button to confirm the action.
Share spaces with individual users
You can also share template spaces with individual users, whether they are part of your company or external collaborators.
Click on the Templates tab from the main navigation menu.
Click on the specific template space you want to share from the left-hand sidebar.
Click on the Manage Access button within the template space.
Type the email addresses of the external collaborators in the input field and add them to the list.
Click on the Users tab to find all active users from your company.
You can share access with multiple people simultaneously by adding their emails or names in the input field of the sharing module.
Select the appropriate permission level for the selected company users (View templates, Edit templates, Manage templates, or Manage space).
Note that for external collaborators, the only permission you can grant is View templates.
Confirm and complete the action by clicking on the blue Share button.
Access types in shared template spaces
When you manage access for a template space, you can assign company users or groups with the following rights:
View templates: Can view templates and create drafts from them.
Edit templates: Can edit and save changes to templates added to the space.
Manage templates: Can add, move, and delete templates in the space.
Manage space: Can edit (rename, delete) and share the Template space with others.
Manage simultaneous edits in a shared template space
Because shared template spaces are collaborative, multiple users with "Edit template" or higher permissions might work on the same template at the same time.
Identify collaborators: When editing a template in create mode, look for small circles containing initials at the top of the screen. Hover over a circle to see the name and email of the person currently editing alongside you.
Handle editing conflicts: If another collaborator saves their changes before you save yours, you will receive an automatic warning message.
Choose a resolution: You must select one of two options from the warning message:
Click Reload with changes to update the template with your collaborator's saved edits. Note: Any unsaved edits you made will be lost if you choose this option.
Click Save as a new template to preserve your specific edits. This creates a brand new template under your default "Company templates" space, leaving the template in the shared space exactly as your collaborator saved it.
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