> ## Documentation Index > Fetch the complete documentation index at: https://docs.crewship.ai/llms.txt > Use this file to discover all available pages before exploring further. # Sharing and access > Share an artifact version, give people Read, Comment or Edit, use folders, and check who can open an artifact. A new project artifact in the Artifacts library starts private to you. This page covers how to let other people in: sharing a version, giving people a level of access, filing artifacts in shared folders, and checking who can open what. > [!NOTE] > > The Artifacts library at `/artifacts` is off in a default build. Build the > web UI with `NEXT_PUBLIC_ARTIFACTS_LIBRARY=true` to show it. Project artifacts > also need the `artifact_projects` workspace flag. It is on by default; if a > workspace manager turned it off, turn it back on with: > > ```bash theme={null} > crewship feature-flag inherit artifact_projects > ``` > > Sharing itself has no separate flag. Leave `NEXT_PUBLIC_ARTIFACTS_SHARING_MOCK` > unset: it replaces the server with an in-browser demo, and nothing you change > under it reaches anyone else. ## How access works An artifact has one owner, the person who created it. Who else can open it comes from these sources, and the Access tab shows each one: | Source | Shown as | Changed where | | - | - | - | | Ownership | **Owner** | Fixed. The owner always has Edit. | | Workspace role | **Workspace role** | Workspace members settings. Workspace owners and admins can read every artifact in the workspace, audited (see [Workspace owners and admins](#workspace-owners-and-admins)). | | Folder | **Via folder \** | The folder's **Folder settings**. | | Crew | **Member of crew \** or **Through a crew** | Crew membership. | | Direct share | **Shared directly** | The artifact's **Share** dialog. | ### Private until you share a version A project created with a private audience is open only to its owner, and to the workspace owners and admins described below, until publication. While it is private, folders, crews and direct shares do not apply, even if they are listed. How a private artifact opens depends on its type: | Type | What ends the private audience | | - | - | | Project, slides, dashboard | The first time you share a version (see [Share a version](#share-a-version)). | | Workbook | Naming its first editor with `crewship workbook share --publish`. | | Native Word or Sheet | Nothing yet. Sharing a version moves the shared version but the document stays private, so only its owner and workspace owners and admins can read it. | While it is private, the **Share** dialog refuses to add anyone and shows: *private artifact audience requires explicit publication; ordinary grants cannot widen it*. In the list, a private artifact carries a **Private** pill. ### Workspace owners and admins A workspace owner or admin can read every artifact in the workspace, of every type: projects, Pages, Word documents, Sheets (including ones an agent created), Designs, Slides and dashboards. This includes another member's private artifact that was never shared. They see the latest version and the full version history, not only the shared version. This does not depend on anything else they hold: an owner or admin who also has an Edit, Comment or Read share on the artifact still reads every version. Every such read is written to the workspace audit log. An entry is written whenever an owner or admin opens an artifact they do not own and reach only through their workspace role, not through its crew, a folder or a direct share. For a project, slides or dashboard, a version their own share already serves writes no entry: the latest version for an Edit share, the shared version for a Read or Comment share. Any other version, and the version history, is reached through the role and writes an entry. That covers the artifact itself, its versions, a single version, its history, an export or download, and list views that show the artifact. If the entry cannot be written, the artifact is not shown. The entries use these actions: | Action | Written when | | - | - | | `artifact.private_owner_accessed` | An owner or admin reads someone else's private artifact. | | `artifact.workspace_admin_accessed` | An owner or admin reads another member's artifact that is not private, through their role alone. | | `design.workspace_admin_accessed` | An owner or admin opens someone else's Design. | List them with the CLI, for example: ```bash theme={null} crewship audit --action artifact.private_owner_accessed crewship audit --action artifact.workspace_admin_accessed ``` Entries about a private artifact are listed only to the workspace owner and to the artifact's own owner. They are not written to the workspace journal (`crewship journal`), which every member can read. An open Sheet is not updated live for a workspace admin who is not its owner or editor. Reopen it to see later changes; each reopening is a new audited read. A Sheet differs in one respect: an owner or admin whom the Sheet's owner named as an editor reads it exactly as without that share, with its full history, and each read writes an entry. The editor share adds only editing. The Page versions of a Sheet (`crewship page versions`) are likewise open to its owner and to workspace owners and admins, audited; editors and other members cannot read them, and only the owner can roll back, rename, move or delete the Page. An admin's read of them is audited even when the admin is also a named editor, because the editor share never opens them. The same holds for any Page's versions, export and project sources: an admin with only a read share reads them as an admin, audited; an edit share opens them without an entry. Opening a Page works the same way: an admin sees every panel and the panels' authored settings, and the read is audited whenever someone with the admin's own shares and crews, but without the admin role, would see less (a panel of another crew, or the authored settings without an edit share). On a private Page an admin also reads each panel's declared actions and its application history, with one audited entry per read, but cannot run those actions: running them stays with the Page's owner and the workspace owner. An entry records the artifact's owner at the moment its content was read. If ownership moves to the reader while the read is in progress, the entry still names the previous owner. This is read access only. It adds no power to edit, share a version, publish, restore or change who can open an artifact. A workspace admin cannot edit or share someone else's private artifact. Sharing a version stays with the artifact's owner, as described under [Access levels](#access-levels). Designs are the existing case where workspace owners and admins can also edit. ### Access levels People get one of three levels. Each level includes the ones before it. | Level | In the API and CLI | What the person can do | | - | - | - | | **Read** | `read` | Open the shared version. | | **Comment** | `comment` | Open the shared version and leave comments for the agent. Cannot change content, versions or sharing. | | **Edit** | `write` | Open the latest version and publish new versions. | Some limits always apply, whatever the level: * People with Read or Comment see only the **shared version**. Later versions stay hidden until the owner shares them. Workspace owners and admins are the exception: they read every version, audited. * People with Edit work on the **latest version**. They cannot see the older history, restore an older version or choose the shared version. Only the owner can do those. * Only the owner, or a workspace owner or admin, can change who has access. Only the owner can share a version. Other people opening the Access tab see *Only people who can share this artifact see its access list.* * Sharing works only inside the workspace. There are no guests and no expiry. The Share dialog says *Only people in this workspace. No public links.* ## Share a version The shared version is the one everyone except you and your editors sees. The steps below are for project artifacts. In a native Word or Sheet document, the owner uses **Publikovat náhled** while holding the editor; the button is not offered to anyone else, and `crewship craft connect` refuses `share` for them. In a Design, the **Share** button in **History** appears only for its owner. **1. Open the artifact** In **Artifacts**, click the artifact to select it, then click **Open** in the preview panel. On a phone, tap the artifact. The detail view opens on **Content**. The header shows **Draft** next to the kind, and the version switch shows **Latest v2** and a greyed-out **Shared —** while nothing is shared yet. **2. Choose the version** To share an older version, open **History** and click **View** on it. Otherwise you are looking at the latest version. **3. Share it** Click **Share** (the link icon) in the viewer toolbar. A short confirmation appears: *People with access will see v2. Later versions stay private until you share them.* Click **Share vN** for the version selected (for example, **Share v2**). **4. Check the result** If you shared the latest version, the header changes to **Shared**. If you shared an older one, it stays on **Draft**. The version switch shows **Shared vN** for that version, and the version is marked **Shared** in **History**. In the library list, the artifact shows **Shared v2** instead of **Not shared**. To move the shared version later, view another version and share it the same way. When you are viewing the shared version and a newer one exists, a banner offers **Share v\** directly. From the CLI, `crewship page artifact share --base-version --version ` does the same. An agent run cannot share a version. ## Share an artifact with people **1. Open the Share dialog** Open the artifact and click **Share** in the top bar, next to **Content** and **Access**. You can also click **Share**, or **Manage** next to *Who can open*, in the preview panel of the list. **2. Choose who and how** In **Add a person…**, pick a workspace member or **Everyone in this workspace**. In the level menu, pick **Edit**, **Comment** or **Read**. The line under the form describes the chosen level. For **Edit** it says the person can restore older versions, but they cannot: only the owner can restore a version or choose the shared version (see [Access levels](#access-levels)). **3. Share** Click **Share**. The person appears under **Who has access** with the note **Shared directly**. Each change is saved as you make it. **Done** only closes the dialog. ### Change or remove someone's access In the same dialog, rows marked **Shared directly** have a level menu and a **Remove** button: * Pick another level in the row's menu to change it. The new level is added first and the old one removed. If removing the old one fails, the dialog says which level the person still has. * Click **Remove** to take the direct share away. Rows with a lock icon come from somewhere else, and the dialog says where to change them: *The owner always has Edit*, *Change in folder settings*, *Set by their workspace role* or *Set by crew membership*. Removing a direct share does not remove access a person also has through a folder or a crew. ## See who has access Open the artifact and click **Access** next to **Content**. Under *Who can open it* you see a count such as *3 people and groups · 1 Edit, 1 Comment, 1 Read*, then one group per level. Each row names the person or group and where the access comes from. Click **Share…** to change it. To check your own access to any artifact you can open: ```bash theme={null} crewship page access --me ``` The answer lists your paths, for example `owner`, `role`, `folder:` or `grant`, and the folder the artifact is in. The full list for an artifact, which only its owner or a workspace admin can read, comes from `crewship page access ` and `crewship page grants `. ## Folders A folder shares everything in it. Anyone the folder shares with can open the shared versions of the artifacts filed there, now and later. * A folder shares **Read** or **Edit** only. Give Comment on each artifact from its Share dialog. * Folders belong to a crew. Create them with `crewship page folder create --name --owner crew/`. The library has no button for this. * Only a workspace admin, or a manager (or higher) of the owning crew, can change who a folder shares with. * Folder access does not open a private artifact. A project, slides or a dashboard opens when you share a version, and a workbook when you name an editor with publication. A private native Word or Sheet does not open, see [Private until you share a version](#private-until-you-share-a-version). ### Change who a folder shares with **1. Open the folder** In the library sidebar, under **Folders**, click the folder. Its name appears above the list with a **Folder settings** button. **2. Open Folder settings** Click **Folder settings**. **Shared with** lists the current entries. An empty folder reads *Only the people who add artifacts here.* **3. Add, change or remove entries** Pick a person or **Everyone in this workspace** in **Choose who…**, pick **Read** or **Edit**, and click **Add**. Change an existing entry with its level menu, or click **Remove**. The line under the form counts the entries. **4. Save** Click **Save**. Changes are sent one at a time. If one fails, the dialog shows how many were saved before it. Reopen **Folder settings** to see what the folder has now. ### Move an artifact to a folder Moving an artifact changes who can open it, so you check a preview first. **1. Start the move** Open the artifact and click **Move to folder** (the folder icon next to **Share**). To move several artifacts, select them in the list and click **Move…**. **2. Pick the folder** In **To**, choose a folder, or **Unfiled** to take the artifact out of its folder. The dialog checks each artifact and shows *1 will move*, with the change for each one, for example *Gains: Everyone in this workspace (Read).* or *No change in who can open it.* **3. Confirm** Click **Move 1** (the number of artifacts that can move). Artifacts marked **Skipped** stay where they are, and the reason is shown next to them. Moving to **Unfiled** is not previewed by the server. The dialog warns that whoever the old folder gave access to loses it. ## Act on several artifacts at once In a list view, tick the checkbox on each artifact, or use **Select all** in the clean-up views. On a phone, tap **Select** first. A bar shows *2 selected* with **Move…**, **Share…**, **Archive** (or **Unarchive** in the Archive view) and **Clear**. **1. Pick the action** Click **Share…**, choose who and the level, or click **Move…** and choose a folder. **Archive** and **Unarchive** need no choice. **2. Read the preview** The dialog shows *Checking what would change…*, then a total such as *2 will be shared, 1 skipped* and one line per artifact. A skipped artifact shows why, for example *Already has this access*. **3. Confirm** Click the button with the count, for example **Share 2**. Only the artifacts in the preview are changed. After confirmation the library clears the selection and removes the bulk bar and its dialog. A partial failure report can disappear with it, so the dialog closing does not prove that every change succeeded. Open each artifact’s **Access** tab afterwards to verify the result. The preview does not check whether an artifact is private. A private artifact can be listed as *will be shared*, but the actual share is refused. That failure may disappear when the selection is cleared. Before you share several at once, check that none of them shows the **Private** or **Not shared** pill, and share a version of each one that does. You can act on at most 200 artifacts at a time. Archiving hides an artifact and never deletes it. Restore it from the **Archive** view. ## Agents Existing agent grants can appear as locked rows in the Share dialog. The dialog cannot add or change them, and agent shares do not open a project artifact. An agent works on a project artifact only inside a chat run started by the artifact's owner, and that run cannot share a version or change who has access. The rest of this section applies to library items that are not project artifacts (Pages-backed items). Give an agent access to one with the CLI: ```bash theme={null} crewship page grant --agent --level read ``` The server enforces these rules: * **Comment is for people.** A Comment share cannot name an agent. * **Produce names one subject.** `produce` lets an agent or crew push data into named panels (`--panels`). It cannot be given to everyone in the workspace. * **Only a person shares.** An agent with Edit can change content but can never widen who can open it. * **Native Sheets name editors differently.** On a workbook, Edit is refused. The owner names editors with `crewship workbook share`. In the Share dialog, an agent's Read or Edit share is locked, with the note *An agent's access is set with crewship page grant*. Produce shares are not listed there. ## Public links Artifacts have no public links. Everything on this page stays inside the workspace. The older Pages public links (`crewship page publish`) serve only panels marked `public: true`. They refuse a private artifact, and a project artifact has no such panels, so they do not apply to artifacts. ## CLI reference | Task | Command | | - | - | | Share a version | `crewship page artifact share --base-version --version ` | | Give a person or everyone a level | `crewship page grant --user --level comment` or `--everyone --level read` | | Remove a level | `crewship page revoke --user --level comment` | | List direct shares | `crewship page grants ` | | Who can open an artifact | `crewship page access ` | | Your own access | `crewship page access --me` | | Folder entries | `crewship page folder acl ` | | Share a folder | `crewship page folder share --view` or `--edit` | | Move into a folder | `crewship page move --folder ` | See [`crewship page`](https://docs.crewship.ai/cli/page) for every flag. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.