Folder access

Content keeps its original workspace. A board from your organization appears in Organization, even when an email invitation gives you editor or board admin access. Use the sharing filter to find collaborations. An email invitation to a personal board or another organization appears in your personal Shared with me view; ownership does not change.

Opening a simple link does not add the board to your library. Keep the link to return. Joining an organization does not move your personal creations. Organization administrators cannot read those creations solely because of their role.

An allowed folder gives read access to its sessions and whiteboards, including future content. You can open and duplicate a colleague’s session; only its creator or an organization administrator can edit or delete it. Your copy stays in the same workspace and folder.

Organization members are whiteboard viewers by default. An email invitation can grant editor or board admin access. A valid link can grant its configured collaboration role only while you use that link. Editors can add, edit and delete objects; deleting the entire whiteboard is reserved to its owner and organization administrators.

Organization owners and administrators access all organization folders and content. Board administrators manage only their board. Session reports are limited to the host and organization administrators, subject to folder access; whiteboard reports are limited to board managers.

Sessions and whiteboards share the same folders. In Teams & access, the Folder access column sums up each member’s access (for example All folders or 3 folders): click that button to change it. You can also open Manage access in a folder’s settings. Both views edit the same permissions. Only organization owners and administrators manage segmentation. Unfiled groups the documents without a folder: check that line for a member, or open Manage access at the top of their window to make Unfiled open or restricted for the whole organization.

Select all selects current folders. Include future open folders separately controls new folders. A folder’s Include future creators option admits new members with default access. Members limited to selected folders do not automatically receive new folders. A new folder’s creator receives access.

IT managers have no automatic content access. An administrator may assign folders, where they have the same content permissions as creators. Their SSO configuration role is separate. Folder permissions never bypass required organization SSO.

Removing a folder hides its content and blocks documents, media and reports, including the member’s own creations. Content remains in the organization. Old invitations and links cannot bypass removal. Board connections close to apply the change; authorized members can reconnect. Leaving the organization also blocks old board invitations.

A folder becomes restricted only when an organization owner or administrator marks it as restricted; removing a member from a folder does not make it restricted. Restricted folders block public links and anonymous embeds. External guests need an account and a named invitation; only organization administrators can create external invitations in restricted folders. A session in a restricted folder also requires an account with folder access to participate; its PIN alone is insufficient. Anonymous participants cannot open a restricted whiteboard. Use an open folder for a public activity.

Only administrators may move content out of restricted folders. A restricted folder containing documents must be emptied before deletion to avoid exposing its contents in Unfiled. Revocation prevents future access; it cannot erase already downloaded copies. Existing invitation-only organization boards are migrated into restricted folders.

Duplicating a session copies its settings, steps and media. Each attached whiteboard is copied once, even when several steps use it. Copies are independent of edits or deletion of the original. Attached boards retain their own folders to preserve their audience.

Copies receive new identifiers and links. Reports, answers, participants, contribution attribution, votes, invitations and active connections are not copied. Public embeds are disabled and reserved session codes are not carried over. Viewers copy only visible whiteboard content, without hidden zones. If an attached document or asset cannot be copied, duplication fails rather than intentionally creating an incomplete copy.

A board shared from outside your workspace is duplicated into your personal workspace. The original stays in place. Personal content in an SSO-managed professional account remains subject to that account’s sign-in and suspension rules.