Share a document
Last updated: September 4, 2026
Share a document from the Share button at the top of the document, or from the Library by hovering a document and choosing ⋯ › Share. You can share with individual people, with teams, or with everyone in your workspace, and you choose what each of them can do: view, comment, edit, or manage.
Who can share a document
The Share button appears for anyone with Can manage access to the document. The person who created the document has manage access automatically, and Rhythms Admins can open and manage every document in the workspace. Everyone else sees a small access pill in the document header (View only, Can comment, Can edit or Full access) instead of the Share button; they can use that pill to request a higher level of access.
Share a document with people or teams
- Open the document and click Share in the top-right corner. (From the Library, hover the document and click ⋯ › Share.)
- In the search box, type a person's name or a team name and pick them from the list. You can add several people and teams before saving.
- Pick a permission level for each person or team: Can view, Can comment, Can edit or Can manage. New entries default to Can view.
- Click Notify to save and send each person a notification, or Share without notifying to save quietly.
Sharing with a team gives access to everyone in that team, including members of its sub-teams. When someone leaves the team they lose the access that came with it.
Permission levels
| Level | What the person can do |
|---|---|
| Can view | Open and read the document, make their own copy, and export it. They cannot see or add comments. |
| Can comment | Everything in Can view, plus add inline comments and replies. |
| Can edit | Everything in Can comment, plus change the content, manage labels, run Refresh now, and turn auto-refresh on or off. |
| Can manage | Everything in Can edit, plus share the document with others, change or remove anyone's access, and delete the document. |
There is no separate Owner level. The creator holds Can manage, and any number of people can hold Can manage at the same time.
Share a document with the whole workspace
In the Share dialog, the General access row reads Only invited users and teams by default. Change it to Everyone at [your workspace] to let every workspace member open the document, then set the level everyone gets (for example Can view). Switch it back to Only invited users and teams to restrict the document again. Individual grants stay in place either way.
Copy a link to a document
Click Copy link at the top of the Share dialog, or use ⋯ › Copy link on the document. The link only works for people who already have access: if the document is shared with everyone in the workspace, any member can open it; otherwise only the invited people and teams can. There is no public link for people outside the workspace.
Change or remove someone's access
- Open Share on the document.
- Find the person or team in the list. Use the level dropdown next to their name to change what they can do.
- To take access away, open the same dropdown and choose Remove access.
- Click Notify or Share without notifying to save the changes.
Comments that a removed person left on the document stay visible.
Invite someone who is not in your workspace yet
If you are a Rhythms Admin, or your workspace lets all members invite people, you can share with an email address that is not yet a member. Type the address in the Share dialog's search box (or click the Add multiple users by email icon to paste several), set the level, and click Notify. The invitation and the share happen in one step. You can also @mention an email address in a document or comment and pick Invite from the suggestion list; see Invite teammates via @mention.
Request access to a document
If you open a link to a document you cannot see, the page says You don't have access to this document. Choose the level you need (Can view, Can comment, Can edit or Can manage), add an optional note, and click Request access. The button changes to Access requested and stays that way if you reload. The document's creator and everyone with Can manage receive a notification and can grant access from the Share dialog. Your request resolves automatically as soon as someone grants you the level you asked for or higher. If you already have access and need more, use the access pill in the document header to request a higher level.
Frequently asked questions
Can I share a document with someone outside my workspace? Only by inviting them: sharing with a new email address adds that person to the workspace and gives them access to the document at the same time. There is no anonymous or public link.
Do people see my edits straight away? Yes. Everyone with access always sees the current version of the document.
What happens to a shared document when auto-refresh runs? The same document updates in place for everyone who has access. Nobody is notified by the refresh itself.
Can I transfer ownership of a document? There is no transfer step. Give the other person Can manage and they have the same rights as the creator, including sharing and deleting.
Who can delete a document? Anyone with Can manage. Deleting a document is permanent, so Rhythms asks you to confirm first.