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Sharing Boards: Access Management

 

Boards can easily be shared by:

  •         sending an invite via email
  •         @mentioning a user in the board (depending on Access Settings)
  •         sharing the board link
  •         creating the board in a shared project

The Board Access Management gives our business users more control over how accessible their content should be.

Access Settings

The Board Owner can manage how participants access the board and which roles participants have by modifying the Access Settings.

To access the Share dialog, you can click on the Share button in the upper right corner within a board or hover over a board tile in the Boards page click on the Share icon. 

How to Open the Access Settings

Once the Share dialog is open, click on the Change button next to Who has access on the right hand side. There are three access options available:

Anyone with the link

Anyone that you share the unique board URL with, can access that board as a guest or with their Conceptboard account. By default, all participants that access your board with a link will be a Reviewer. You can change the default role by choosing a different role from the drop down menu. 

 

As the Board Owner, you can also choose if you would like all Editors of the board to be able to change other participants' access roles, add or remove participants from the board, or move the board in and out of a project. See a list of who has access to the board in the Share dialog.

Note: If you choose to have only the board owner control the Access settings, @mentioning will only function with users already invited into the board.

Anyone with the link and password

If you want to keep board sharing easy but want some improved security, you can add a board password. A passphrase is required for guests and new participants on first access. 

Note: Inviting Conceptboard users as new participants in the Share dialog that are already in your contact list or @mentioning them grants automatic access and they will not need to enter a password. 

By default, all participants that access your board with a link and password will be a Reviewer. You can change the default role by choosing a different role from the drop down menu. 

As the Board Owner, you can also choose if you would like all Editors of the board to be able to change other participants' access roles, add or remove participants from the board, or move the board in and out of a project. See a list of who has access to the board in the Share dialog.

Note: If you choose to have only the board owner control the Access settings, @mentioning will only function with users already invited into the board.

Specific Users

You can invite or remove users from your boards and disable guest access. A list of the specific users can be seen in the Share dialog.

As the Board Owner, you can also choose if you would like all Editors of the board to be able to change other participants' access roles, add or remove participants from the board, or move the board in and out of a project.

Note: If you choose to have only the board owner control the Access settings, @mentioning will only function with users already invited into the board.

Inviting Specific Users to a Board

To disable guest access, switch the board access to Specific Users and save the Access settings. You can choose specific names from the list of participants on the left hand side and choose the Board Role they should have. You can also write an invitation message before sending the email invitation. 

Removing Specific Users from a Board

Removing a user is easy. Enter the Share dialog where you can see the list of Specific Users and click on the 'X' button next to the participant’s name to remove them from the board. Once removed, they will not have access to the board until it is shared with them again.

If the board is set to anyone with the link or anyone with the link and password, the removed participant will be able to re-enter the board if they know the URL.
Switch to Specific Users if you need them permanently removed.

If you remove a user while they are still in the board, all changes they make will not be saved, and all changes other users make will no longer be shown to the removed user. 

Note: Make sure you change the security settings within each board. Changing the security settings in one board will not automatically change it in other boards.

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