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Why Share Processes?

Process documentation is most valuable when shared with the people who need it. Sharing ensures your team can access the processes, contribute improvements, and maintain consistency across your organization. When you share a process, team members can view it, use it as a reference, and (depending on permissions) contribute to it.
Sharing makes your processes collaborative instead of isolated. The best process documentation is created and maintained by the entire team, not just one person.

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What Can Be Shared?

You can share different levels of your process hierarchy:

Core Processes

Share an entire process with all its activities, categories, and documentation

Individual Activities

Share specific activities if you don’t want to share the whole process

Documentation

Share SOPs, guides, or blueprints separately from the process structure
Most commonly, you’ll share entire core processes. This gives team members access to everything they need in one place.

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How to Share a Process

1

Open the Process

Navigate to the core process you want to share.You must be the process owner or have permission to share it.
2

Find the Share Button

In your core process view (RACI tab, Visual tab, or any other tab), look for the “Share” button in the top toolbar.The Share button appears near other action buttons like SOP, RACI, Visual, Swimlane, and KPIs.
3

Click Share

Click the Share button to open the sharing dialog.You’ll see options for adding people and setting permissions.
4

Add Team Members

Type names or email addresses to find team members.Select each person you want to share with. You can add multiple people at once.Options for adding people:
  • Add individuals by name
  • Add entire teams or departments (if your system supports groups)
  • Share with everyone in your organization
5

Set Permission Levels

For each person or group, choose their permission level:
  • View: Can see the process but can’t edit
  • Comment: Can view and add comments/suggestions
  • Edit: Can make changes to the process
Learn more: Permission Levels
6

Add a Message (Optional)

Some systems let you include a message with the share notification.Example: “Hi team, here’s the updated onboarding process. Please review and let me know if anything is unclear.”This context helps recipients understand why they’re receiving access.
7

Send Invitations

Click “Share” or “Send” to grant access.Team members will receive a notification (email or in-app) that the process has been shared with them.

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Choosing Who to Share With

Think strategically about sharing:

Share with Direct Users

Who: People who perform activities in this processPermission: View or Edit (depending on whether you want them to update documentation)Example: Share the “Customer Support Process” with all support team members so they can reference procedures while handling tickets.
Who: Managers, executives, or cross-functional partners who need visibilityPermission: View or CommentExample: Share the “Sales Process” with the marketing team so they understand lead handoff procedures. They can view and comment but not edit.
Who: Subject matter experts or team leads who help maintain documentationPermission: EditExample: Share the “HR Onboarding Process” with the HR manager and senior recruiters so they can update procedures as things change.
Who: New employees or team members learning the processPermission: View onlyExample: Share relevant processes with new hires during onboarding. They can read and learn but can’t accidentally change anything.
Who: Everyone in the companyPermission: View (usually)Example: Share core company processes like “Expense Reimbursement” or “Time Off Requests” with everyone since they apply universally.Caution: Only share broadly for processes that truly apply to everyone. Too much sharing creates noise.

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Sharing Best Practices

Share Early

Share processes while building them, not after they’re “perfect.” Early feedback improves quality.

Share Appropriately

Don’t share sensitive processes (HR, finance, legal) with people who don’t need access.

Explain Why

When sharing, include context about why this process matters to the recipient.

Set Clear Permissions

Be intentional about edit vs. view permissions. Too many editors creates chaos.

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Share Settings and Options

Add specific people one at a timeBest for:
  • Small teams
  • Sensitive processes
  • Processes with varying permission needs
  • When you need tight control
Example: Share the executive compensation review process with only the CEO, CFO, and HR director.

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Managing Shared Access

After sharing, you may need to update who has access:

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Adding More People

1

Open Share Settings

Click the Share button for the process.
2

Add New Members

Enter names or emails of additional people to add.
3

Set Permissions

Choose their permission level.
4

Save

Click Share to grant access.

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Changing Permissions

1

Open Share Settings

Click the Share button for the process.
2

Find the Person

Locate the team member whose permissions you want to change.
3

Update Permission

Click their current permission level and select a new one (View, Comment, or Edit).
4

Save

Changes take effect immediately.

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Removing Access

1

Open Share Settings

Click the Share button for the process.
2

Find the Person

Locate the team member you want to remove.
3

Remove Access

Click the “X” or “Remove” button next to their name.
4

Confirm

Confirm the removal. They’ll no longer have access to the process.
When you remove someone’s access, they can no longer view the process, even if they previously had it open. Be sure you want to remove them before confirming.

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Sharing Notifications

When you share a process, the system typically sends notifications:

Email Notifications

Recipients receive an email saying the process has been shared with them.Email usually includes:
  • Who shared it
  • Process name and description
  • Their permission level
  • Link to view the process
  • Optional message from you
Team members can click the link to access the process immediately.
Recipients also see a notification inside the application.Notification shows:
  • New shared process
  • Who shared it
  • Quick link to open it
This ensures people see the share even if they miss the email.
Some systems let users control their notification preferences.Recipients can choose:
  • Email for every share
  • Daily digest of shares
  • In-app only
  • No notifications
Check your system settings for notification controls.
Some systems generate shareable links for processes:
1

Open Share Settings

Click the Share button for the process.
2

Find Link Options

Look for “Copy Link,” “Get Link,” or similar option.
3

Set Link Permissions

Choose who the link works for:
  • Organization members only (private)
  • Anyone with the link (public)
4

Copy Link

Click “Copy Link” to copy the URL to your clipboard.
5

Share the Link

Paste the link wherever you need to share it (email, chat, documentation, etc.).

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Viewing Who Has Access

To see who can access a process:
1

Open Share Settings

Click the Share button for the process.
2

Review Access List

You’ll see a list of everyone with access, including:
  • Their names
  • Permission levels
  • When access was granted
  • Who shared it with them
3

Audit Regularly

Periodically review this list to ensure only appropriate people have access.
Review shared access quarterly for sensitive processes. Remove people who no longer need access (e.g., team members who changed roles).

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Sharing Scenarios

Scenario 1: New Employee Onboarding

Situation: You’ve documented your onboarding process and need to share it with the team.Sharing strategy:
  • Share with HR team (Edit permission) - they maintain the process
  • Share with hiring managers (View permission) - they reference it
  • Share with new hires (View permission) - they follow it
  • Share with department heads (Comment permission) - they can suggest improvements
Result: Everyone has appropriate access to contribute or use the process based on their role.
Situation: Your sales-to-delivery handoff process involves multiple teams.Sharing strategy:
  • Share with sales team (View permission) - they need to follow handoff steps
  • Share with delivery team (View permission) - they receive the handoffs
  • Share with sales and delivery managers (Edit permission) - they maintain the process
  • Share with customer success (Comment permission) - they can suggest improvements
Result: All involved teams can see the process and understand their role in the handoff.
Situation: You’ve documented your salary review process.Sharing strategy:
  • Share with CEO only (Edit permission)
  • Share with CFO (Edit permission)
  • Share with HR Director (Edit permission)
  • Don’t share with general employees
Result: Only appropriate executives have access to sensitive compensation processes.
Situation: You’ve created a guide for customers on how to submit support requests.Sharing strategy:
  • Create a public share link
  • Include link in customer onboarding emails
  • Add link to your help center
  • Share internally with support team (Edit permission)
Result: Customers can access the guide while internal team maintains it.

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Tips for Success

Communicate Context

When sharing, explain why the process matters to the recipient and how they’ll use it.

Start Small

Share with a small group first, get feedback, then share more broadly.

Review Access Regularly

Audit who has access quarterly and remove people who no longer need it.

Use Descriptive Names

Give processes clear names so recipients immediately know what they’re for.

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Common Sharing Mistakes

Over-SharingDon’t share every process with everyone “just in case.” This creates information overload and makes it hard to find relevant processes.
Under-SharingDon’t hoard process documentation. If people need it to do their jobs, share it. Withholding creates inefficiency.
Wrong PermissionsGiving too many people Edit permissions leads to conflicting changes. Limit Edit to process owners and maintainers.
Forgetting to UpdateWhen team members join or leave, update process sharing accordingly. Don’t leave former employees with access.

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Next Steps

Permission Levels

Learn about View, Comment, and Edit permissions

Working with Shared Processes

Learn how to use processes shared with you

Collaboration Best Practices

Tips for effective team collaboration