Sharing & Permissions

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Notion

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Understanding Sharing and Permissions in Notion Workspaces

In a collaborative workspace, it's crucial to ensure that the right people have the appropriate level of access to information. Notion provides a robust system of sharing and permissions that allows you to control who can view and edit your pages. In this article, we'll explore the various roles in a Notion workspace, the settings for team spaces, and how to manage page access.

Roles in a Notion Workspace

In a Notion workspace, there are different roles that control various aspects of the workspace settings and membership. These roles are separate from the permissions related to viewing or editing page content. Let's take a closer look at each role:

Workspace Owner

The workspace owner has the highest level of control and can make decisive changes to the workspace. They can manage settings such as the domain name, team space settings, workspace members, plans, security, and integrations. The workspace owner role is typically held by the person who initially created the workspace.

Membership Admin

Membership admins have the authority to add or remove members from the workspace and manage groups. However, they cannot change workspace settings or invite new members. Membership admins can freely browse and join open team spaces.

Guests or External Contributors

Guests or external contributors are individuals who have limited access to specific pages shared with them. They are not workspace members and can only access individual pages that have been explicitly shared with them.

Managing Access to Your Workspace

To manage access to your workspace, you can use the «Settings» and «Members» sections in Notion. Here's how:

1. Click on the «Settings» option in the sidebar.
2. If you're a workspace owner or membership admin, you can add new members by clicking on «Add members.» Enter the new member's email and select their role from the drop-down menu. Click «Invite» to send the invitation.
3. To view all members of your workspace, scroll down the members list. You can use the search bar to find members by name or email. You can also share the invitation link to directly invite new people to your workspace.

As an admin, you can create groups in your workspace to apply sharing permissions to multiple people at once. You can add and remove members from each group. To manage groups, click on the arrow next to a group's name and view its members. You can remove existing members or add new ones to the group.

Team Spaces and Page Access

Notion provides dedicated team spaces for each team in your workspace to store and organize information relevant to them. Each team space has its own menu, accessible by clicking on the three-dot icon next to its name and selecting «Teamspace settings.» Here's what you need to know about team spaces:

• Team space members have full access to team space pages. They can add or remove members from the team space and edit team space settings.
• Team space owners have the same level of access as team space members but also have the authority to add or remove members from the team space.

It's important to note that workspace roles and team space roles are separate. A person can hold a workspace owner role but have member rights for a specific team space.

Page Sharing Settings

To control how pages within a team space are shared with its members, navigate to the permissions section at the top of the members tab. Here, you'll find the following settings that can only be adjusted by team space owners:

• Default: A team space can be set as default, automatically adding everyone in the team space as a member.
• Open: Anyone in the organization can see and join an open team space.
• Closed: A closed team space exists, but people can only join it if they are invited by someone from the team space.
• Private: Private team spaces are not visible to anyone except their members.

By default, pages within a team space are assigned sharing levels based on the permission settings you choose. For example, close team spaces will automatically restrict page access to team space members and owners only. However, you can customize these settings by clicking on the toggles and making new selections.

To assign different page sharing levels to an individual page, go to the page in question and click on its share menu at the top right. The changes you make here will apply to the current page and any sub-pages within it.

Sharing with Specific Individuals and Groups

Let's say you want to restrict access to a page and share it with specific teammates. Follow these steps:

1. Start by giving everyone no access to the page. Click on the toggles next to each person's name and select «No access,» followed by «Restrict access.»
2. Next, add the people you want to share the page with. Type their names in the search bar, select them, and assign an access level.
3. To invite a person external to your workspace, enter their email and select the appropriate access level.
4. You can include a personalized message with the page invite and hit «Invite.» If you only want to share that specific page with the guest, select the appropriate option.
5. In the page's share menu, you'll see the groups, external guests, and individuals you added, along with their access levels.

If you need to restore access to a page, click on the «Restore» option in the share menu. This is useful when you want to revert to the previous sharing permissions.

The Notion Sidebar

In addition to team spaces, the Notion sidebar contains the «Shared» and «Private» sections:

• Shared: This section displays pages that are shared with you or pages you have shared with specific individuals or groups. If you're not a member of the team space where a page is located, it will appear in the shared section. Typically, pages in this section are shared with a small number of people for collaborative work.
• Private: The private section is for your personal usage, such as your to-do list or brainstorming pages. You can keep these pages private or choose to share them with specific individuals, team spaces, or everyone.

Publishing Notion Pages to the Web

Notion allows you to publish pages to the web, making them accessible to a broader audience. To publish a page, follow these steps:

1. Click on the share menu.
2. Toggle on the «Share to web» option.
3. The web link for your page will appear below. Click on «Copy web link» to copy it to your clipboard.
4. When you publish a page to the web, all pages within it will also be published. Viewers can access the content by clicking on the respective page names.
5. Note that if you don't see the option to share a page to the web, it may be because public page sharing has been disabled at either the team space level or the workspace level.

Conclusion

Sharing and permissions in Notion empower you to control access to your content, regardless of the specific requirements. By understanding the roles in a workspace, the various access levels for pages, and the sections in the Notion sidebar, you can effectively manage your Notion workspace. Whether you're a small team or a large organization, Notion's sharing and permissions system ensures smooth collaboration and content management.

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