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GuideTeam Sharing

Sharing with Your Team

In a team workspace, Share offers Everyone at [team name] alongside the invited and link audiences. Anything shared that way lands in the team Library: the tab the Team page opens on.

Share with Your Team

  1. Open the item or folder.
  2. Open Share.
  3. Choose Everyone at [team name].

Every active member can open it. It appears in the team Library: sources and finished work together, newest first, searchable by title or by who shared it, filterable by type, with each row naming who shared it and when. The same work also shows up in All Content with a Team badge naming the person who shared it, so nobody has to go looking in a separate place for it.

This works for any content type: folders, pages, PDFs, videos, podcasts, AI Meeting Notes, research sessions, chats, and projects.

Sharing a project

Sharing a project with the team gives everyone the project's whole contents, folders and everything filed inside them. A shared project is a real workspace, not a read-only copy: people open it from their own Projects list, chat across the shared sources, and see who else is active in it.

Project chats are never shared. Your conversations with a project's assistant, and its project memory, stay yours even when the project itself is shared.

Team projects

A project can be owned by the team rather than by one person.

  • Every active member opens it without a separate invite.
  • Everything each member contributes stays in it.
  • It survives the person who created it leaving the team.
  • The project header names the owning team, and the collaborators tab explains who holds it.
  • Team projects group above personal ones in the projects gallery.

A personal project can be transferred to the team, and a team project can be handed to one member. Either way the confirmation dialogue names exactly who gains and who loses access before you commit.

Give each recurring job its own team project and the work outlasts whoever set it up. See Your Team Library and Team Projects for the full guide.

Build a useful library

Sharing a folder is the fastest way to establish one source of truth:

  1. Create a folder for the project, training programme, policy area, or research topic.
  2. Add the PDFs, recordings, notes, and generated materials people need.
  3. Share the folder with Everyone at [team name].

Teammates can then open those sources, ask grounded questions, and create their own artefacts, a study guide, a training video, a quiz, a one-page brief, using the limits of their own effective plan. Their usage never reduces anyone else's allowance.

A few habits that keep a shared library worth using:

  • Organise by need, not by person. One folder or team project per recurring job (Onboarding, Product, Policies, Customer calls) beats one per teammate.
  • Share the source, not just the output. A shared PDF can be re-used a dozen different ways; a shared summary can only be read.
  • Keep it current. Replace superseded documents rather than adding a second copy, grounded answers are only as good as what's in the folder.

Ownership and control

  • The person who shares something keeps ownership of it, and can set it back to Only people you invite at any time; team access ends immediately.
  • On a shared project, members can chat across the sources and edit the shared brief and instructions.
  • Adding or removing project content, managing members, changing the default profile, and archiving stay with the project owner and your team's admins.
  • Removing a member ends their access to the shared Library, but work in their personal library stays in their own account; material owned by a team project stays with the team.
  • Nothing you keep outside the team is visible to it. Material can also be shared through a shared or team-owned project, so check its destination.

See who opens shared work

The share modal lists who has opened an item and when, counted once per person per day, and never counting your own opens. Library rows carry the same view count, so you can tell which sources landed and which nobody reached for.

For a video lecture or podcast shared with the team, See who finished on the same line opens a per-person table: how far each teammate got, whether they finished, and their score on its questions. It needs a paid team plan.

A weekly share activity email summarises the same thing, so you don't have to go looking.

Visibility

Visibility Who can open it
Only people you invite You and invited people signed in with the invited address
Everyone at [team name] Every active member of your Scholarly team
Anyone with the link Anyone holding the unlisted link, subject to its controls
Public Anyone, with eligible content listed in Explore and search
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