Sharing and data handling
Choose the smallest audience that needs a document, export or connected source. Access depends on the specific sharing method; a copied browser address, a document share link and an exported file are different things.
Before sharing
Confirm the workspace and the exact document or board.
Review the content, including attachments, citations and embedded information.
Choose the intended recipients and available permission or expiry settings.
Check whether the share requires a signed-in account or uses a link.
Test the intended access with an appropriate recipient or test account before a wider distribution.
Use the document's sharing controls to create or manage a share. Use Shared by me in Deliverables to locate shared work. If you need to stop access, use the relevant share-management or revocation control; moving a document to another folder is not a substitute for reviewing existing shares.
Live documents, snapshots and links
The share dialog offers Live document, which shows the current version, and Snapshot, which is frozen when shared. Live is the default: later edits can become visible through a link you already distributed. Choose Snapshot when the recipient should see only the reviewed version.
A document share link can be opened without an account, including a link delivered to an email recipient. Treat it as a bearer link: someone who receives a forwarded copy may also be able to open it. An email address on the share does not by itself establish sign-in enforcement for that person.
Set Link expires deliberately and revoke links you no longer need. Prevent copying deters casual copying by disabling some browser actions; it cannot prevent screenshots or extraction by a determined reader.
The email share flow also offers Link only or Document in the email. Review the preview: long content can be shortened with a link to the remainder. Revoking a link cannot retract content already delivered inside an email.
Workspace access
Administrators manage membership, viewer folder access and pipeline board access. Grant access to the required content explicitly. Folder names such as “Private” or “Clean room” do not themselves establish permissions.
An exported PDF, Word file, presentation or workbook is an independent copy. Revoking app access does not revoke that copy. Check the file's contents and recipient list before sending it outside the workspace.
Connected accounts and activity capture
An account integration does not automatically give teammates access to your connected mailbox. However, capturing an email, meeting or excerpt into workspace activity creates content accessible according to the workspace's permissions. Disconnecting an integration should not be assumed to erase material already captured.
When enabling automation delivery, inspect the destination folder, recipients, inclusion of document content and external-recipient settings. Automatic sends can disclose future results, not just the document currently on screen.
Keys and confidential information
Keep API keys in an appropriate secret store. Do not put them in browser code, screenshots, shared documents or support messages. Revoke a suspected exposed key and replace it in its authorized client.
Upload and process only information you are authorized to use. Confirm your organization's requirements for sensitive material and external distribution before adding it to a shared workspace.
This guide explains product workflows; it does not establish a certification, contractual retention period or guaranteed recovery outcome. Use your agreement and the provider's current security information for those commitments.