Collaborating on PDF Spaces

Document workflows often break down across fragmented drafts, scattered feedback, and disconnected conversations. PDF Spaces brings files, context, AI-powered insights, and activity into one shared workspace so teams can collaborate with clarity and stay aligned.

Why collaborate on PDF Spaces

PDF Spaces is built for meaningful collaboration and richer knowledge exchange. Teams can gather feedback, add insights, and evolve ideas together, leading to faster understanding, better alignment, and clearer decisions.

With different permission levels, you can control exactly how participants engage, whether they’re providing feedback or actively shaping the project.

How collaboration works

Collaboration in PDF Spaces happens inside a single shared environment where your team works with the same files, context, and insights—without switching tools or losing track of conversations. You start by creating a PDF Space that brings together your project’s files, notes, and links to establish a single source of truth.

Once the PDF Space is ready, you can share either the entire workspace or links to specific files or notes, depending on what recipients needs to see. From there, you control how participants engage by setting roles and customizing the landing view with guidance and context. 

As the owner, you can add multiple collaborators to the PDF Space and assign Viewer, Reviewer, or Contributor roles, based on what each person needs to do. Team members can review content, add comments, and use the built‑in AI Assistant to summarize documents, ask questions, or extract insights, helping everyone get oriented quickly.

Access and permission levels

PDF Spaces lets you control both who can access a Space and what they can do inside it.

• Access levels determine the audience: You can keep a Space private by inviting specific people via email, ideal for confidential or early‑stage work. For broader collaboration, open it to your organization, allowing anyone in your company to access it through a link. When you need to share learning resources or public-facing material, set the Space to public, making it available to anyone with the link.
• Permission levels define participation: Once people have access, you choose how they engage. Viewers can only read files. Use this role for stakeholders who need read‑only access. Reviewers can view files and add comments. Assign this role to anyone providing feedback. Contributors can add, update, or delete project content, including files added by owners and notes they create. Contributor accesss is ideal for teammates actively shaping the project. Permissions apply to the entire PDF Space, not individual files. 

Together, access and permission settings help you decide who sees the project and how deeply they can collaborate. A recipient’s experience is fully based on the permission you assign.

Learn how to Review shared PDF Spaces.

Inviting collaborators

You can bring others into your PDF Space by sending an invitation through Invite people, where you can also include an optional message for context. If you prefer quick sharing, you can generate a link or send it directly through apps like Outlook, Gmail, Teams, or WhatsApp. For restricted Spaces, people who don’t have access can request it, and you can approve or deny their request as needed.

Learn how to Share PDF Spaces.

Staying in sync

Collaborators can easily track updates:

• View and reply to comments. Files or notes with comments show a Comments icon, which you can select to view and reply.
• Use @mentions to notify teammates or bring new reviewers into the conversation.
• Get notifications for new comments and replies.

Managing a shared PDF Space

As the owner of a PDF Space, you retain full control over access and participation. You can unshare the PDF Space at any time to revoke access instantly or delete it entirely when the project is complete, just be sure to download any important files first. If roles change, you can adjust participant permissions or remove people through the Share settings. You can also review who currently has access whenever needed.