Select the Collections tab.
Last updated on
Jan 20, 2026
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Share a collection to give other users access to a defined set of documents without duplicating the collection or changing ownership.
Sharing a collection grants access to the same collection and documents. It affects visibility and access only and does not modify documents or transfer ownership.
What sharing a collection means
Sharing a collection allows the collection owner to grant other users access to the collection and its documents.
Sharing:
- Does not create a copy of the collection.
- Does not duplicate documents.
- Does not change document ownership.
The collection remains owned and managed by the original owner.
Effects on documents
When a collection is shared:
- Shared users access the documents through the shared collection.
- Documents are not copied, moved, or modified.
- Changes to the collection’s contents are reflected for all users with access.
Document availability outside the shared collection is unchanged.
Ownership and control
Only the collection owner can:
- Share a collection.
- Change or revoke sharing.
- Delete the collection.
Shared users do not become owners of the collection or the documents and cannot delete the collection.
Sharing versus copying
Sharing provides access to a single, shared collection.
If users need independent control over documents or collection membership, they must create their own collection rather than rely on a shared one.
When to share a collection
You typically share a collection when you need to:
- Collaborate with other users on analysis or review.
- Provide access to a curated document set.
- Maintain a single source of truth for a group of documents.
- Avoid duplicating documents across multiple collections.
How to share a collection
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Locate the collection you want to share, and select its ellipsis.
Choose Share from the dropdown menu.
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Enter the email address of each user you want to add.
- The email address must belong to a user in your organization.
- You can enter multiple email addresses separated by commas or semicolons.
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Select Send to initialize the share.
A success message will display.
Remove access to a collection
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Select the Collections tab.
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Locate the collection and select its sharing icon.
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Enter the email address of the user if known, or select the profile dot to produce a list of shared-with users.
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Find the user whose access you want to remove.
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Expand the dropdown menu next to the user’s email address, then select Remove Access.
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Save Changes when done.
A confirmation message appears indicating the collection has been updated:
Related tasks
For procedural instructions and UI-based steps, see:
