Guide
In addition to manually sharing an Entity (see Share Entity), you can configure automatic access for assigned teams, squads, or departments.
When to use automatic sharing
These are the typical use cases:
An external Team should only see Features assigned to them.
Everyone can see Projects but only members of the assigned Squad should be able to edit.
Department members should see wiki Pages relevant to them.
If you find yourself repeatedly providing access to a Group that is already linked to an Entity, consider automatic sharing. Once configured, it will save you and your teammates clicks and will prevent awkward situations when an assigned Group can't access their task.
How to configure automatic sharing
Make sure you have User Groups in your workspace before proceeding.
Instead of manually sharing every Entity, provide access to all Groups that are linked to an Entity via some relation.
For example, if there is a relation between Team DB and Story DB, you can enable automatic sharing via this relation so that Team members get Editor access whenever their Team is assigned to a Story:
Navigate to the Database you are looking to share automatically.
Open settings for the relation Field connecting this DB to a User Group DB.
Enable the Automatically share … with … toggle in the Sharing section.
Select an access template (use can use Custom Access Templates for Sharing Entities here).
Click Update Field.
User Groups are exclusive to Pro and Enterprise plans. See our pricing page for the most up-to-date info.
How to extend automatic access
You can share not only an Entity itself (e.g. Project) but also all the Entities linked to it (e.g. Tasks and Time Logs). If you are not familiar with the access templates yet, check out Share Entity and Custom Access Templates for Sharing Entities.
How to configure different access for Group manager
Consider this use case: a Team assigned to a Task should automatically receive access to this Task. However, the access should be different for regular team members (read-only) and the team leader (edit). How do we configure that?
Here's one way to do it:
For regular team members: enable automatic access via Team relation on Tasks DB using Viewer access template as described in the guide above.
For team leader: create a Lookup Team → Leader People Field on Tasks DB and enable automatic sharing using Editor access template following the Automatically Share Entities with Assigned People guide.
Who can configure automatic sharing
To configure automatic access via a Group relation, one has to have Architect access for both Databases. In addition, they should have all the capabilities of the selected access template.
For example, to enable Editor automatic access for Features DB via Team relation Field, one has to have the following capabilities:
Template-independent
Template-specific
see all Features;
comment all Features;
update all Features;
delete all Features.
If you are having trouble configuring automatic access due to the lack of permissions, consider asking an Admin for help.
FAQ
If we change automatic access from Owner to Viewer, will it affect Groups that are already assigned or only the future ones?
Both the existing and the future ones.
Are the items shared via automatic access visible in the Shared with Me section of the sidebar?
They are not since there can be too many of them.
What if we disable or delete a custom access template used in automatic access?
Disabling won't affect automatic access that's already been configured while deleting will stop it from working.
Can we use automatic access via Formula or Lookup user relation?
You can!
What happens if I delete a relation used for automatic access and later restore it?
Automatic access will be turned off because of the potential security vulnerabilities.