--- title: "Sharing Items with Your Team" slug: "sharing-items-with-your-team" updated: 2026-10-30T17:21:23Z published: 2026-10-30T17:21:23Z canonical: "support.govdash.com/sharing-items-with-your-team" --- > ## Documentation Index > Fetch the complete documentation index at: https://support.govdash.com/llms.txt > Use this file to discover all available pages before exploring further. # Sharing Items with Your Team ## Overview Sharing lets you decide exactly who can see and edit each item in GovDash. Instead of giving everyone on your team access to a whole area through their role, you can share an item with the whole team, specific roles or specific people. For example, you can keep a sensitive pursuit to your capture team, or bring one subject matter expert into a single proposal. > [!NOTE] > **Preview feature** > > Sharing is a preview feature that your team can opt in to. An admin turns it on in **Settings** > **Preview Features**, as described in [Turning On Sharing](/docs/sharing-items-with-your-team#turning-on-sharing). Preview features may change as we keep improving them. --- ## Turning On Sharing Members with the **Edit Team Information** permission, such as **Admins**, can turn on Sharing for the team. 1. Click **Settings** in the bottom left of GovDash. 2. Under **Configurations**, select **Preview Features**. 3. Turn on the **Sharing** toggle. ![Preview Features with the Sharing toggle highlighted](https://cdn.us.document360.io/104c3542-bffe-46a6-901f-aa7a848851a4/Images/Documentation/sharing-items-1.png) Turning on Sharing doesn't take away anyone's access. Members keep the access their roles give them until you set up Sharing for your team, as described below. Setting it up also lets your roles share items that already exist. --- ## Setting Up Sharing for Your Team Go to **Settings** > **Access & permissions** > **Sharing**. You see this page if your role includes the **Manage Team Roles** permission. Click through the interactive walkthrough below to see how to turn on Sharing, run **Recommended setup** and choose sharing defaults, or follow the steps below. [Interactive walkthrough: Setting Up Sharing for Your Team](https://govdash.navattic.com/spi0jk5) ### Running Recommended Setup Click **Start recommended setup** at the top of the **Sharing** page. The setup walks you through six steps and shows what will change before anything is saved. Nothing changes until you click **Apply**. | **Step** | **What it does** | | --- | --- | | **How sharing works** | Explains sharing with people and roles, team access levels and how role permissions still apply. | | **Give access to team-shared items** | Gives roles the **Access Team-Shared** permission, so they can open items whose team access is **Viewer** or **Editor**. | | **Let roles manage items** | Gives roles the **Manage** permission to view, edit, delete and share every item in a module. Keep this for admins. | | **Share existing items with the team** | Sets the team access for items that exist today: **Leave as is**, **Viewer** or **Editor**. It also becomes the default for new items. | | **Remove module-wide access** | Removes the role permissions that give access to every item in a module, so access comes from sharing instead. | | **Review changes** | Shows a summary of every change. Click **Apply** to save them. | ![Recommended setup on the Give access to team-shared items step](https://cdn.us.document360.io/104c3542-bffe-46a6-901f-aa7a848851a4/Images/Documentation/sharing-recommended-setup.png) Role changes apply to every member with that role. Existing items update in the background, which can take a few minutes. Until you remove a role's module-wide access, its members still see every item in that module, including **Restricted** ones. For example, a role with **Read in Capture** sees every opportunity, so turning on Sharing doesn't make any item private on its own. After setup, the page shows **You're all set!** and you can click **Run again** at any time. ### Choosing Sharing Defaults Under **Default team access for new items**, the **Sharing** page lists each type of item, such as **Opportunities**, **Pricing workbooks**, **Proposals** and **Contracts**, with two defaults: - **Team access for new items:** **Restricted** (only the people it's shared with, plus members with module-wide permissions), **Viewer** or **Editor** for the whole team. - **Attachment access:** for items with attachments, whether attached files get the same access as the item. Choose **Sync automatically**, **Ask each time** or **Don't sync**. **Viewer** and **Editor** team access only reach members whose role includes that area's Access Team-Shared permission, such as **Access Team-Shared Opportunities**. The **Give access to team-shared items** step adds it to the roles you choose. Changing a default only affects new items. To update items that already exist, click **Apply to existing** on that row. GovDash shows how many items will change before you apply it. Items are set to exactly the default, which can lower their access, but items whose access was set individually don't change. Applying a default to existing items needs the manage permission for that area, such as **Manage Opportunities**. Under **Opportunity access from proposals and pricing**, choose whether people who can view an opportunity's linked proposals or pricing workbooks can also view the opportunity. You can change this for a single opportunity with **Proposal and pricing viewers can view** in its **Share** window. People who get access this way can only view the opportunity, and they show under **People with access** as **Via** the linked item. ![Default team access for new items table with team access and attachment access for each item type](https://cdn.us.document360.io/104c3542-bffe-46a6-901f-aa7a848851a4/Images/Documentation/sharing-defaults-table.png) --- ## Sharing an Item Items you can share have a **Share** button, for example at the top of an opportunity, proposal, pricing workbook or contract. The person who creates an item is its first owner. Owners, and members whose role includes the manage permission for that area, such as **Manage Opportunities**, can share it. Click through the interactive walkthrough below to see how to share an item, change or remove access and manage attachments, or follow the steps below. [Interactive walkthrough: Sharing an Item](https://govdash.navattic.com/qqk0kta) 1. Click **Share**. 2. Under **Team access**, choose **Viewer** or **Editor** for everyone on your team, or **Restricted** so only admins and the people you add have access. 3. To share with a specific person or role, search for them in **Add people or roles** at the top of the window and select them. 4. Add anyone else you want to share with, then choose a **Permission**: **Viewer**, **Editor** or **Owner**. Contracts also offer **Viewer (sensitive)** and **Editor (sensitive)**. 5. If the item has attachments, choose which ones to share under **Include attachments**, then click **Share**. 6. Click **Copy link** if you want to send them a link to the item. A checkmark shows when the link is copied. Then click **Done**. For a quick explanation of how sharing works, click the **?** icon at the top of the **Share** window to open **How sharing works**. ![Share window for an opportunity with Add people or roles, People with access and Team access](https://cdn.us.document360.io/104c3542-bffe-46a6-901f-aa7a848851a4/Images/Documentation/sharing-items-4(1).png) Everyone with access is listed under **People with access**. To change someone's access, choose a new permission next to their name. To remove it, choose **Revoke access**. Removing someone's access to an item also removes the attachment access they got through it. Access shared directly on an attachment stays. To share several items at once, select them in a list, such as the **Opportunities** page, and click the **Share** icon in the selection bar. ### Sharing Attachments Files attached to an item have their own access. Open the **Attachments** tab in the **Share** window and select a file to see who has it. Turn on **Sync access with this opportunity** (or the item you are sharing) so viewers and editors of the item get the same access to the file. If your team's default is **Ask each time**, GovDash asks **Sync access?** when you attach files to a shared item. To change every file at once, click the more options icon on the **Attachments** tab and choose **Sync all with this opportunity** or **Stop syncing all**. Turning sync off removes only the access people got through the item. To set one person's access on every file, click the **Manage attachment access** icon next to their name under **People with access**, then use **Set all** to pick a level or choose **Remove from all**. ![Attachments tab with the Sync access with this opportunity switch highlighted](https://cdn.us.document360.io/104c3542-bffe-46a6-901f-aa7a848851a4/Images/Documentation/sharing-items-5b(1).png) --- ## Sharing in Each Area Sharing works the same way across GovDash. This table shows what you can share in each area and anything that works differently there. | **Area** | **What you can share** | **Good to know** | | --- | --- | --- | | **Capture** | Opportunities | Viewers can open the opportunity and add comments. Editors can also change it. Gate reviewers need access to each opportunity they review, or they won't get review notifications. | | **Proposal** | Proposals | Opening a proposal's outline and compliance matrix still needs the **Read in Outline** permission. | | **Pricer** | Pricing workbooks | Shared workbooks appear on the Pricer board. | | **Contract** | Awards | Awards have two extra levels, **Viewer (sensitive)** and **Editor (sensitive)**, which also include the award's sensitive details. On a role, these match **Read Sensitive Details in Contract** and **Edit Sensitive Details in Contract**. | | **Data Library** | Documents, people, companies, agencies and forms | Approving a form response gives the form's viewers and editors access to the files uploaded with it. | | **Dash** | Agents, chats and artifacts | Artifacts can only be shared as **Viewer**. | --- ### FAQ #### Why is the Share button grayed out? You can only share items you manage. Hover over **Share** to see who to ask: the item's owners, or anyone with the permission to manage that area, such as **Manage Opportunities**. #### Why can't I share an item with someone? Items marked as CUI can only be shared with people who have CUI access. If the person you pick doesn't have it, GovDash shows a message saying they can't be given access. #### Can we turn Sharing off? Yes. A member with the **Edit Team Information** permission can turn off the **Sharing** toggle in **Settings** > **Preview Features** at any time. #### What happens if I open an item that hasn't been shared with me? GovDash shows a page saying you don't have access, with a **Back** button. Ask the item's owner or an admin to share it with you. Lists and search results only show items you can open. #### Why is **Start recommended setup** grayed out? Some of your sub-teams use your team's roles, so they need Sharing turned on first. Otherwise, your members would lose access when they work in those sub-teams. Hover over **Start recommended setup** (or **Run again**, after setup) to see which sub-teams still need it, then turn on **Sharing** in each one, as described in [Turning On Sharing](/docs/sharing-items-with-your-team#turning-on-sharing).