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A template is private to the person who created it until it is shared. Nobody else in the workspace sees it in Templates, or can send from it, until the owner (or someone with Manage access) shares it with them.

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Open the Share dialog

On the Templates page, open the menu on a template’s card or row and choose Share. You can also hover over the avatars on the card and select Manage access (or Share, if it isn’t shared yet). Both only appear if you own the template or have Manage access to it.
The Templates page with a template's menu open, showing Details, Edit, Duplicate, Share and Delete

Share and Details are in the menu on each template.

The Share template dialog with a people or groups picker, access levels, a note and the Who has access list

The Share template dialog: who to add, at what level, and who already has access.

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Access levels

  • View: see the template and its documents. Can’t send from it.
  • Use: everything in View, plus send packages from it and duplicate it. This is the default.
  • Edit: everything in Use, plus change its documents, fields, roles and settings.
  • Manage: everything in Edit, plus delete it and choose who it’s shared with.
A person’s role still limits what they can do, whatever level you choose. Someone whose role has Template access set to Use can’t edit, duplicate, delete or share a template, even with Manage. See Roles and permissions.

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Share with people or groups

  1. In People or groups, pick one or more members or groups. Groups are listed first. People who already have access, and deactivated members, aren’t offered.
  2. Choose a level from Access. The line under it says what that level allows.
  3. Add a Note (optional), up to 300 characters, for example which version to use.
  4. Select Share, or Share with N when you’ve picked more than one.
Sharing with a group also covers anyone who joins the group later. If someone has access both directly and through a group, they get the higher of the two levels. You can only share with members and groups in the same workspace. A template stays in its workspace.

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Change or remove access

Who has access lists the owner, then groups, then people.
  • To change a level, pick a new one from the row’s selector. Changes are held until you select Update access (N), where N is how many rows you’ve changed; Cancel discards them.
  • To remove access, select the cross on the row and confirm Remove access. This takes effect straight away.

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Template details

Details on the same menu shows the template’s owner, your access, status, dates and counts, and a read-only Who has access list. If you can share the template, Manage access opens the Share dialog.
The Template details dialog showing owner, your access, status and the Who has access list

Template details, with who has access.

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Notifications and audit

People who gain access are notified in the app and by email, with your note, according to their Template shared notification setting. Sharing, changing a level and removing access are all recorded in the audit trail.

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When a member leaves

When a member is deleted or deactivated, their templates move to the person chosen to take over their packages. That person becomes the owner, so any direct share they held on those templates is removed.