Sharing files and managing access permissions

Whimsical offers several ways to share, and manage access to files and folders.

Access to workspace Sections 

Workspace sections are the primary way of managing access to files for workspace members. To change access to files, you can move them from one section to another.

The primary sections for managing access are:

My files

Files and folders located under My files are private to you by default, nobody else can access your private files unless you choose to share them. 

Shared with me

Files and folders that others have shared with you directly. You may have different permissions per file, such as editor, or viewer. When you share files with others, this is where they will see them.

Team

A team is a subset of workspace members. Each workspace team gets its own workspace section and only existing workspace members can join a team. By default, only workspace members invited to the team can access its content. 

You'll also see:

• Recent (Files you've accessed recently)
• Favorites (Files you've "starred" to mark as a favorite)

Sharing Files and Folders

Shareable links for My files aren't enabled until you choose to allow them. To give others access, click the Share button on the top right. From there, depending on your plan, you can toggle the settings for Anyone with a link to let people view, comment, or edit files. Or you can disable their access entirely:

On the Starter Plan, you can use shareable links to allow people to view your files, or invite up to 5 guests per file or folder with view and comment access.

On the Pro Plan, you can enable edit access for up to 10 guests per file or folder.

Sharing “My files” with people in your workspace

Files created under My files are only accessible to you by default, but you can make them accessible by sharing in the same way.

To do so, open the “Share” menu in the top right, and choose a level of access for members of your workspace:

Here are the permission settings in more detail:

• Has no access - won't allow anybody to access the file or folder unless it's located in a shared section of your workspace (in that case, other workspace members will have access by default)
• Can view - lets anyone view the file if they have the shareable link
• Can comment - lets anyone view and comment on the file if they have the shareable link (Pro Plan)
• Can edit - lets anyone edit the file if they have the shareable link (Pro Plan)

The other sharing settings are:

• Include board position - toggling this will open the board in the same exact position when the link was created (only available in boards)
• Require password - enable if you want to protect the file with a password (Pro Plan)
• Allow anonymous comments and updates - enable this to allow folks who don't have a Whimsical account to comment and / or edit your files (only available if you choose "Anyone with a link can comment" or "Anyone with a link can edit" permissions. Available on Pro Plan.)   
• Add guest - to learn more about adding guests, please read this article.