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Sharing Made Simple

Sharing in Stage3 lets you control who can see and work with your processes. You can share with specific people, entire teams, or everyone in your workspace. Think of sharing like giving someone the keys to a room. You decide who gets keys and what they can do once inside.

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Who Can Share What

Your ability to share depends on your role and your relationship to the process:

Members

Cannot share processes. Can only view what’s shared with them.

Administrators

Can share processes they created or have edit access to.

Owners

Can share any process in the workspace, regardless of who created it.
You can only share processes you have permission to edit. If you can’t edit a process, you can’t share it either.

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Three Permission Levels

When you share a process, you choose what level of access to grant:

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View Permission

What They Can Do
  • Read the process
  • See all content and attachments
  • Use the process as reference
  • Search within the process
What They Cannot Do
  • Edit any content
  • Share with others
  • Delete the process
  • Leave comments
Best For
  • Team members who just need to reference the process
  • New employees learning procedures
  • Contractors with read-only access
View permission is the safest option when you’re not sure. You can always upgrade someone’s access later.

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Comment Permission

What They Can Do
  • Everything View permission allows
  • Leave comments and feedback
  • Reply to comments
  • Tag other users
What They Cannot Do
  • Edit the process content
  • Share with others
  • Delete the process
Best For
  • Team members providing feedback
  • Stakeholders reviewing processes
  • People involved in process improvement
Comment permission is great for collaboration without risking accidental edits to the main content.

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Edit Permission

What They Can Do
  • Everything Comment permission allows
  • Edit process content
  • Share with others (Administrators and Owners only)
What They Cannot Do
  • Delete the process (only the creator can do this)
  • Transfer ownership
Best For
  • Process co-owners
  • Team members maintaining the process
  • Subject matter experts contributing content
Be careful with Edit permission. Multiple editors can cause conflicts if you’re not coordinating changes.

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How to Share a Process

1

Open the process

Navigate to the process you want to share. Make sure you have permission to edit it.
2

Click the Share button

Look for the “Share” button in the top of the process page. It usually looks like a share icon or the word “Share”.
3

Choose who to share with

  • Specific users: Type names or email addresses
4

Set the permission level

Choose View, Comment, or Edit based on what you want them to be able to do.
5

Click Share

The selected people will receive a notification and can access the process immediately.

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Finding What’s Shared with You

There are several ways to see processes others have shared with you: Notifications
  • Check your notification bell
  • New shares appear as notifications
  • Click to go directly to the process
Dashboard
  • Recently shared items appear on your dashboard in the Shared Resources section
  • See sharing activity in the feed

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Managing Shared Access

If you shared a process, you can change or remove access at any time:
  1. Open the process
  2. Click “Share” or “Manage Access”
  3. Find the person whose access you want to change
  4. Click their current permission level
  5. Select a new level (View, Comment, or Edit)
  6. Changes take effect immediately
  1. Open the process
  2. Click “Share” or “Manage Access”
  3. Find the person you want to remove
  4. Click the “X” or “Remove” button next to their name
  5. Confirm removal
  6. They lose access immediately
  1. Open any process
  2. Click “Share” or “Manage Access”
  3. View the complete list of people and teams with access
  4. See what permission level each has
  5. See when access was granted
  1. When sharing, click “Advanced options”
  2. Set an expiration date
  3. Access automatically revokes on that date
  4. Useful for temporary consultants or time-limited projects

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Sharing Best Practices

Start Restrictive

Begin with View permission and upgrade only if needed. It’s easier to give more access than to take it away.

Share Purposefully

Only share with people who actually need access. Too much sharing creates noise and confusion.

Review Regularly

Every few months, review who has access to your important processes. Remove people who no longer need it.

Use Teams

Share with teams instead of individuals when possible. It’s easier to manage and keeps access consistent.

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Understanding Inheritance

When you organize processes in folders, sharing works with inheritance: Folder Sharing
  • Share an entire folder at once
  • Everyone gets access to all processes inside
  • New processes added to the folder are automatically shared
  • Subfolders inherit the parent folder’s permissions
Process-Level Override
  • Individual processes can have different permissions
  • More restrictive than the folder they’re in
  • Useful for sensitive content in otherwise public folders
If a folder is shared with View permission, you can still share individual processes inside it with Edit permission to specific people.

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Sharing Notifications

When you share a process, several things happen: The Recipient Gets
  • A notification in their notification center
  • An email (if they have email notifications enabled)
  • The process appears in their “Shared with Me” section
  • Access takes effect immediately
You Can Include
  • A personal message explaining the share
  • Context about what you want them to do
  • Links to related processes
Always add a message when sharing. A quick note like “Please review this by Friday” helps the recipient understand what you need.

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Sharing Limitations and Rules

Some important rules to know: Cannot Share If
  • You don’t have edit access to the process
  • The process owner has disabled sharing
  • Your role doesn’t allow sharing
Sharing Caps
  • Some workspaces limit how many people you can share with
  • Check with your Owner if you hit a limit
External Sharing
  • By default, you cannot share outside your workspace
  • Owners can enable guest access for external sharing
  • External guests have limited permissions
Never share login credentials to allow someone to access processes. Instead, ask your Owner to invite them properly.

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Troubleshooting Sharing Issues

This means you don’t have permission to share this process. You need Edit access to share. Contact the process owner or your workspace Owner.
Check that:
  • They’re logged into the correct workspace
  • The sharing actually completed (check the access list)
  • They’ve checked their “Shared with Me” section
  • Their role allows viewing shared content
You can only change permissions if you’re the process owner or a workspace Owner. If you shared as an Administrator, you can only change permissions for people you shared with.

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Next Steps

Role Capabilities

See all capabilities available to your role