Sharing Documents
Last updated: July 8, 2026
Sharing Documents
Share any document in Rhythms with teammates so they can view, comment on, or co-edit it. Documents support granular permission levels, so you control exactly who can do what.
Sharing a Document
- Open the document you want to share
- Click the Share button in the top-right corner
- In the sharing modal:
- Add people — type a name or email to add individual teammates
- Add a team — share with all members of a team at once
- Share with workspace — make the document visible to everyone in the workspace
- Set the permission level for each person or group (see Permission Levels below)
- Click Share
People you add receive a notification that a document has been shared with them.
Permission Levels
| Permission | What they can do |
|---|---|
| Can view | Read the document and its data; cannot comment or edit |
| Can comment | View and add inline comments; cannot edit content |
| Can edit | Make changes to the document content and structure |
| Owner | Full control: edit, share, and delete |
Sharing from the Library
You can also share a document from the Library without opening it:
- In the Library list, hover over the document
- Click ⋯ → Share
- Configure sharing the same way as above
Managing Access
To review or change who has access to a document:
- Open the document
- Click Share → Manage access
From here you can: - View everyone who currently has access - Change a person or team's permission level - Remove access for specific people or teams - Transfer ownership
Sharing via Link
All documents have a shareable link. Anyone with the link who also has the appropriate workspace access can open the document directly.
To copy a document's link: 1. Open the document 2. Click ⋯ → Copy link
For documents shared with the full workspace, the link works for any workspace member. For documents shared with specific people, only those with explicit access can open it.
Removing Access
To remove a person's access:
- Open Share → Manage access
- Find the person or team
- Click Remove
The person will no longer be able to view or edit the document. Any comments they left remain visible.
Inviting People from the Share Modal
You can share a document with someone who isn't in your workspace yet — no need to add them in admin settings first. In the Share modal, enter the person's email address, set the permission level you want them to have, and invite them. The invite and the share happen in a single step, so they're added to the workspace and given access to the document at once.
You can also invite someone by @mentioning their email address directly in a document, comment, or chat. If the email doesn't match an existing user, Rhythms invites that person to the workspace inline, and they appear as a mention as soon as the invite is sent — so the conversation keeps moving without a separate invite flow.
Requesting Access to a Document
If you land on a document you don't have permission to open, you can ask for access right from the page instead of tracking down the owner:
- Open the document link. If you don't have access, you'll see a prompt to request it.
- Click Request access.
The document's owners and managers receive a notification and can grant access from the same Share modal they already use. Your request persists across page refreshes, so it isn't lost if you navigate away, and it resolves automatically once access is granted.
Frequently Asked Questions
Can I share a document with someone outside my workspace? Document sharing is currently limited to workspace members.
If I update a shared document, do existing viewers see the changes? Yes — all users with access see the current version of the document at all times.
What happens to a shared document when auto-refresh runs? The document updates in place for all viewers. No notification is sent on auto-refresh unless you configure one.
Can I make a document public (viewable without logging in)? Public document sharing outside the workspace is not currently supported.
Can I invite someone who isn't in my workspace yet? Yes. Enter their email in the Share modal, set a permission level, and invite them in one step — or @mention their email in a document, comment, or chat to invite them inline.
What happens when I request access to a document? The document's owners and managers get a notification and can grant access from the Share modal. Your request persists across refreshes and resolves automatically once access is granted.