Sharing & permissions

Introduction#

In Wikio, you can share projects, assets, and collections with teammates, clients, or external collaborators. Sharing controls let you decide who can access and what they can do.

Share a collection or asset#

1. Select Share at the top of a collection or asset.
2. Enter the names or emails of the people you want to invite.
   • If they’re already part of your workspace, you’ll see them in the list to select from
   • You can also invite external users as guests by entering their email.
3. Choose a permission level from the dropdown.
4. Click Invite.

Once shared, the item will appear in the recipient’s Shared with me section, and a new entry will be visible in the users' Links page

Preview#

Before sending an invite, you can preview exactly what recipients will see. The preview shows the shared item from their perspective—including which assets are visible, what permissions they'll have, and how the content appears. This helps you verify that sensitive material isn't accidentally included and that the shared view matches your intent.

Permission levels#

For every project, asset, or collection, you can assign one of these access levels:

• Full access: edit content and reshare with others.
• Can edit: edit but cannot change permissions.
• Can comment: leave feedback but not edit.
• Can view: view only, no editing or commenting.

Share with a team#

You can also share directly with an entire team inside your workspace:

• Hover over a team in the sidebar and create a new project inside it.
• Or drag an existing project into the team folder.

Projects inside a default team are visible to everyone in the workspace.

Share with a guest#

Guests are people outside your organization (e.g., clients, contractors).\ They can be invited to specific projects or assets with limited permissions.

General access#

In the share menu, you can set general access:

• Only invited: private, only invited members/guests can see.
• Everyone in workspace: any member can search for and open.
• Anyone with link: shareable link; no login required to view (comments/editing require a Wikio account).

Admins on Enterprise plans can disable public links in Settings > Security.

Manage permissions#

To change someone’s permission:

1. Open the Share menu on the item.
2. Find the person, group, or team.
3. Use the dropdown to select a new permission level.

To remove access, select Remove.

Stop sharing#

• Drag the project back into your Private section.
• Or open the share menu and remove all users/groups.

Once removed, users lose access immediately.

Request access#

If you try to open a project you don’t have permission for, you’ll see a Request access option. The owner will be notified and can grant or deny your request.

Notes on inheritance#

• Sub-projects or nested assets inherit the permissions of their parent by default.
• Team owners can set default permissions for all new projects in their team.
• Moving an item to a private section overrides previous sharing.

Best practices#

• Share with teams rather than individuals when possible.
• Use comment-only access for feedback rounds with clients.
• Be cautious with Anyone with link—it’s best for public campaigns or published assets.