> ## Documentation Index
> Fetch the complete documentation index at: https://docs.libratech.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Sharing & access

> Decide who sees what: projects, chats, Playbooks, Discovery templates, Assistants, Workflows, and Databases across your firm.

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Seven kinds of thing in Libra can be shared: projects, chats, Playbooks, Discovery templates, Assistants, Workflows, and Databases. The model is the same in every case — a **General access** setting that covers the whole resource, plus an explicit list of people and groups, each holding a permission level.

## Before you start

Sharing is part of the **Team** plan. Without it the **Share** action is locked rather than hidden: on a project, a chat or a Playbook, for example, it renders as a padlock with an upgrade tooltip and never opens, while on a Database the dialog does open and an **Upgrade** prompt replaces the controls. Teams on a trial may have team features switched on as a preview. See [Subscription](/en/resources/subscription) for what the plan covers.

<div className="libra-buddy-callout">
  <img src="https://mintcdn.com/libra-4206ec93/wgVZXcGnHS4aJk9T/assets/images/libra-buddy/presenting.png?fit=max&auto=format&n=wgVZXcGnHS4aJk9T&q=85&s=db41075b4a259a172f68465ae5c3421e" alt="Libra mascot presenting" width="827" height="615" data-path="assets/images/libra-buddy/presenting.png" />

  <div className="libra-buddy-callout-content">
    When someone reaches a resource by two routes at once — directly *and* through a group — the *highest* permission wins. Adding a **View only** share won't pull them down from group-granted **Edit**. To restrict them, take them out of the group.
  </div>
</div>

## What you can share

| Resource               | Where **Share** lives                                                                                                                                                                      | Notes                                                                                                                                   |
| ---------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------- |
| **Project**            | [Home](/en/features/home) → a project card's **…** menu, or the project sidesheet.                                                                                                         | Carries [Project files](/en/features/documents/library), Reviews and Discoveries with it — but not, on its own, your colleagues' chats. |
| **Chat**               | The **Share** button at the top right of the chat, or a chat's **…** menu in [Search](/en/features/search).                                                                                | The chat has to sit in a project, and the recipient needs access to that project.                                                       |
| **Playbook**           | **Templates → Reviews** → open the Playbook → **Share**.                                                                                                                                   | Not tied to a project. It follows the recipient into every matter they work in.                                                         |
| **Discovery template** | **Templates → Discoveries** → open the template → **Share**.                                                                                                                               | Not tied to a project.                                                                                                                  |
| **Assistant**          | **Templates → Assistants** → open the Assistant → **Share**.                                                                                                                               | Not tied to a project.                                                                                                                  |
| **Workflow**           | **Templates → Workflows** → open the Workflow → **Share**.                                                                                                                                 | Recipients also need access to every Assistant the Workflow calls.                                                                      |
| **Database**           | **Databases** → a database's **…** menu → **Share**, the same **…** menu from inside the database, or the sharing block in the **Create new Database** dialog while you're setting one up. | A [database](/en/features/databases/basics) sits above projects, so its access list is completely separate from any project's.          |

For the four template types, [Starring & sharing templates](/en/features/templates/starring-and-sharing) covers the library side of this in more detail.

## Who can share what

The owner of a resource can always share it. For everyone else, the right to share comes from the permission you hold on that particular resource:

* **Full Access** — share with anyone at any level, and change or revoke any share on the resource.
* **Edit** — share further, but only up to **Edit**. You can't hand out **Full Access**, and you can't touch someone who already holds it.
* **View only** — no sharing at all.

<Note>
  Your team role (Owner, Admin, Member) doesn't grant rights on an individual resource — that's decided by the resource's own permissions. It does affect the picker, though: team admins can share with any user group in the firm, while everyone else only sees the groups they belong to.
</Note>

## Three ways to grant access

<AccordionGroup>
  <Accordion title="Individual people">
    Pick specific colleagues by name or email. Useful for one-off collaboration.
  </Accordion>

  <Accordion title="User groups">
    Share with a named group (*"Corporate Law"*, *"Berlin Office"*, *"Associates"*). Every member gets access, and anyone who joins the group later picks it up automatically. See [Team management](/en/features/team-management) for creating groups.
  </Accordion>

  <Accordion title="Everyone at once">
    Open **General access**. The default is **Only people invited**; the alternative opens the resource to your whole firm without naming anyone. On most resources that option reads **Everyone in the team** — on a chat it reads **Everyone in the project**, because a chat can never reach further than the project it lives in. Good for templates the firm has standardised on.
  </Accordion>
</AccordionGroup>

You can combine all three. A Playbook can be set to **Everyone in the team** at **View only**, with **Edit** for the practice group that maintains it.

## Permission levels

| Permission      | Allows                                                                                                                                                                                                                                                                                                           |
| --------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **View only**   | Open the resource and use it as it stands: read a shared chat, run a Playbook or Assistant a colleague shared with you, search a shared Database. No changes, and no passing it on. On a Database the option reads **Can view & chat**, because a viewer can still put the database in front of Libra in a chat. |
| **Edit**        | Everything in **View only**, plus changing the resource and sharing it onwards, up to **Edit**.                                                                                                                                                                                                                  |
| **Full Access** | Everything in **Edit**, plus deleting the resource and managing every share on it.                                                                                                                                                                                                                               |

The sharing controls word the same three levels slightly differently: in the dropdown when you add someone, and beside each name in **Who has access**, they read *Can view*, *Can edit* and *Full access*.

## Sharing, step by step

<Steps>
  <Step title="Open the Share dialog">
    Use the **Share** entry point for that resource type from the table above. The dialog has three parts, top to bottom: **Share with**, **General access**, and **Who has access**.

    <img src="https://mintcdn.com/libra-4206ec93/pnEt5D-f3JDzogZl/assets/images/app/sharing-dialog.png?fit=max&auto=format&n=pnEt5D-f3JDzogZl&q=85&s=b9d6ae1f81fa93b1e71ef7b671af8322" alt="Share dialog with the Share with, General access, and Who has access sections" width="3800" height="2160" data-path="assets/images/app/sharing-dialog.png" />
  </Step>

  <Step title="Add the people and groups">
    Type a name, email, or group name into **Share with**. Matches appear as you type, and each one you pick becomes a chip in the field — the list stays open, so you can queue several recipients in a row.
  </Step>

  <Step title="Pick the permission and click Add">
    Choose **Can view**, **Can edit**, or **Full access** from the dropdown beside the field, then click **Add**. You can only offer levels at or below your own, so an editor's dropdown stops at **Can edit**.

    There's no separate save step: everyone in the field is shared the moment you click **Add**.
  </Step>

  <Step title="Set General access (optional)">
    Leave it on **Only people invited** to keep the resource to the named list, or switch it to **Everyone in the team** (**Everyone in the project** on a chat) to open it up. A team-wide share appears in the list below as *Everyone at* your firm's name.
  </Step>

  <Step title="Check Who has access">
    **Who has access** is the full picture: the owner, each named person, each group, and the team-wide share if you set one. A group row shows how many people it covers and expands to list them. To change someone, open the dropdown on their row and pick a different level.

    <img src="https://mintcdn.com/libra-4206ec93/pnEt5D-f3JDzogZl/assets/images/app/sharing-who-has-access.png?fit=max&auto=format&n=pnEt5D-f3JDzogZl&q=85&s=39273e7454f53a9afea10a2b6192e9a7" alt="Who has access list with an expanded user group showing its members" width="3800" height="2160" data-path="assets/images/app/sharing-who-has-access.png" />
  </Step>
</Steps>

### When the recipient doesn't have the project yet

Chats are the one case where sharing needs a second decision. If you add someone who can't reach the chat's project, Libra flags them — *"This user needs project access first"* — and, if you're allowed to manage that project's sharing, offers to fix both at once: confirm **Grant project access and share** and they get the project and the chat together. If you can't manage the project's sharing, Libra asks you to contact the project owner or an editor instead.

A chat that isn't in a project can't be shared at all. The dialog says so, and adding the chat to a project unlocks it.

## Special rules

A few resource types have extra rules worth knowing.

<AccordionGroup>
  <Accordion title="Chats are private until you share them">
    Sharing a project does **not** hand over the chats inside it. Colleagues in a shared project see its [Project files](/en/features/documents/library), Reviews and Discoveries, but each person's chats stay their own until they're shared explicitly. See [Chat history](/en/features/chat/history).
  </Accordion>

  <Accordion title="Workflows need their Assistants">
    A Workflow that calls three Assistants can only be shared with someone who can reach all three. If one is missing, Libra refuses the share and names the Assistants that are blocking it, so you can share those first. Assistants that ship with Libra never block a share.

    It works in reverse too: revoking a share on an Assistant that shared Workflows depend on prompts you to confirm, because those Workflows will lose it.
  </Accordion>

  <Accordion title="Templates travel with the user">
    Playbooks, Discovery templates, Assistants and Workflows aren't project-scoped. Once you share one with a colleague, it appears in their Templates library in every project they work in.
  </Accordion>

  <Accordion title="Project files follow the project">
    Files in a project are visible to everyone with access to that project. Individual files aren't shared one by one — to change who can see them, change who the project is shared with.
  </Accordion>

  <Accordion title="Databases are independent of projects">
    A Database isn't inside a project, so project access grants nothing on it and vice versa. It carries its own list, and when a database is shared with you your role on it — **Viewer**, **Editor**, or **Admin** — is shown in the database browser and decides whether you can add or remove documents. See [Databases](/en/features/databases/basics).
  </Accordion>
</AccordionGroup>

## Removing access

<Steps>
  <Step title="Open the Share dialog">
    Click **Share** on the resource and find the person, group, or team-wide share under **Who has access**.
  </Step>

  <Step title="Open the dropdown on their row">
    The same control you'd use to change their permission also holds **Remove**, described as *Remove access*.
  </Step>

  <Step title="Confirm">
    Access is revoked immediately. If the change would strip or reduce **your own** access — because you're removing a group you're in, for instance — Libra asks you to confirm first.
  </Step>
</Steps>

<Warning>
  Removing someone from a project takes away everything they reached through it: the Project files, the Reviews and Discoveries, and any chats in that project that had been shared with them.
</Warning>

<div className="libra-buddy-callout">
  <img src="https://mintcdn.com/libra-4206ec93/wgVZXcGnHS4aJk9T/assets/images/libra-buddy/worried.png?fit=max&auto=format&n=wgVZXcGnHS4aJk9T&q=85&s=f9383e2f27c3bab9ea31569a25379cb7" alt="Libra mascot looking worried" width="699" height="715" data-path="assets/images/libra-buddy/worried.png" />

  <div className="libra-buddy-callout-content">
    **Edit** quietly carries the right to re-share. If you want a colleague to use a Playbook but not redistribute it, give them **View only** — it's the only level that can't pass the resource on.
  </div>
</div>

## Tips for sane sharing

<AccordionGroup>
  <Accordion title="Default to user groups, not individuals">
    Group-based sharing scales as the firm grows. Individual shares mean manual maintenance every time someone joins or leaves.
  </Accordion>

  <Accordion title="Use General access for things the whole firm uses">
    Standard NDA Playbooks, standard policies, the firm's house-style Assistant: good candidates for **Everyone in the team**. Keep invitation-only for sensitive matters.
  </Accordion>

  <Accordion title="Reserve Full Access for co-owners">
    **Full Access** lets someone delete the resource and rewrite its whole access list. Grant it to people you'd genuinely call co-owners — a fellow practice-group lead, the partner you co-counsel with — not casually.
  </Accordion>

  <Accordion title="Audit shares periodically">
    Once a quarter, open the project sidesheet and read the access label on each card (*Just me*, *Everyone in* your firm, *View only*). Anything that looks broader than the matter warrants opening **Who has access** and pruning people who've left the firm, the team, or the matter.
  </Accordion>

  <Accordion title="Sharing across firms isn't possible">
    All sharing is scoped to your own team. To get work to outside counsel, export it — chats export to PDF or Word.
  </Accordion>
</AccordionGroup>

## Next steps

<Columns cols={2}>
  <Card title="Team management" icon="users" href="/en/features/team-management">
    Create user groups and manage roles.
  </Card>

  <Card title="Projects" icon="folder" href="/en/features/projects">
    The most common thing you'll share.
  </Card>
</Columns>