How do I manage access to files and folders?

Whimsical offers several ways to 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.

Private

Files and folders located under the Private section are only editable by you. By default, nobody else can access your private files. You can use the Shareable Link feature to add guests or enable view, comment or edit access to your private files and folders.

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 can use the Shareable Link feature to add guests or enable view, comment or edit access to team files and folders.

Shared

Files and folders located in the Shared section are accessible by all workspace members. You can use the Shareable Link feature to add guests or enable view, comment or edit access to shared workspace files and folders.

Here's how the different workspace sections look:

Creating  a shareable link allows you to share your files or folders with anyone including folks who don't have a Whimsical account. You can also control the access rights when creating a shareable link and allow others to view, comment or even edit the file. 

Access through the shareable link is disabled by default. To give others access, click the Airplane icon (upper-right corner) and choose Get Shareable Link. From there, you can toggle the settings for Anyone with a link to let people view, comment, edit or disable access:

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

  • Can edit - lets anyone edit the file if they have the shareable link

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

  • 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). 

  • Add guest - to read more about adding guests, please check this article

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