Collaboration best practices

Principle of least privilege

Start with the lowest role that still lets someone contribute. Promote later if they need to edit documents, notes, views, or run AI Experts.

Good habits:

• Use Guest for review-only collaborators.
• Upgrade to Collaborator only when editing or AI work is needed.
• Downgrade or remove access when a project ends.

Where to review access quickly:

1. Open the account menu (your avatar in the sidebar) with and choose Account Settings.
2. In a workspace, use the Invite members action (often shown with ) to adjust workspace access.

Understand roles and access levels

Organization by workspace

Use workspaces to separate teams, clients, or sensitive topics. This keeps documents, views, and notes scoped to the right audience and keeps AI Experts focused on the right context. On the workspace list, use filters for creator, admin access, and team member access level to review ownership and permissions at a glance.

Tips for clean separation:

• Create one workspace per client, project, or department.
• Move shared templates into a dedicated workspace if needed.
• Keep personal or draft material in a private workspace.

Learn how accounts and workspaces relate

Guest / read-only cases

Guest access is ideal when someone needs to review documents, notes, or views without changing anything. It is also a safe default when sharing early or sensitive work.

How to set read-only access:

1. Invite the person from Account Settings and assign the Guest role.
2. In each workspace, confirm they stay Guest in the access modal.

If someone needs to edit content or run AI Experts, upgrade them to Collaborator.

Invite and manage collaborators