Control Access & Share Workspace Resources
Resource Access controls who can open a Drive file or CRM contact. Sharing is one way to change that access. It is separate from social-media sharing.
Access controls at a glance
Every workspace resource is private from the public web. Choose the access level that fits the item:
| Access level | Who can open it | When to use it |
|---|---|---|
| Organisation default | Every accepted member of the source organisation | Normal internal work. This is the default for existing Drive files and CRM contacts. |
| Restricted | The policy owner, organisation admins, and people you add | Sensitive files or contacts that should not be visible to every teammate. |
| External direct share | One existing, signed-in Sistava account in another organisation | Give a client, partner, or another account read-only access without adding them to your organisation. |
| Public link | Nobody — not available | Public, anonymous links are intentionally not enabled yet. |
Changing an item from organisation default to Restricted does not make it public. It narrows access. Adding an external account does not make them a member of your organisation and never gives them access to your other work.
What is shared by default
An organisation means one workspace tenant. A person who has accepted an invitation to that organisation can already open its organisation-visible resources. A separate Sistava account belongs to a different organisation and receives nothing unless you explicitly share it.
| Resource source | Default access | Can use Resource Access now? |
|---|---|---|
| Agent-written Drive work files, including Markdown and private-path documents | All accepted members of the source organisation | Yes |
| Agent-created exports, such as PDF, DOCX, XLSX, images, videos, and screenshots | All accepted members of the source organisation | Yes |
| CRM contacts | All accepted members of the source organisation | Yes |
| Files uploaded in Chat | All accepted members of the source organisation | Not per file yet |
| Files uploaded for Training, including spreadsheets | All accepted members of the source organisation | Not per file yet |
| Work journal entries and the employee notebook | All accepted members of the source organisation | Not per item yet |
That organisation-wide default preserves access to existing work. It is not public. No anonymous visitor and no member of another organisation can open it.
How to share one file or contact
- Open the file in Drive or use the Share icon on a tracked file preview in Chat. For contacts, open Company → CRM.
- Click Share in the file viewer or contact drawer.
- Choose an accepted organisation member, or enter the email address of an existing Sistava account in another organisation.
- Select their role and click Share. A direct share makes the resource Restricted, so other source-organisation members no longer retain the old default unless you choose General access again.
- The recipient receives an in-app notification. An external recipient opens a protected, read-only shared-resource page; they never become a member of your organisation.
To share several CRM contacts, select the rows in Company → CRM, choose Share selected, enter the recipient's Sistava account email, and choose a role. Each contact keeps its own access rule, so you can remove one later without affecting the others.
Choose the right access
| Role | What they can do |
|---|---|
| Viewer | Open and read the file. |
| Commenter | Open, read, and comment. |
| Editor | Open, comment, and edit supported Drive documents. |
Use General access when you want every signed-in member of your organisation with the internal link to open the resource. Use Restricted when only the people you add should have access. You can remove a person's direct access at any time. Direct recipients outside your organisation always get a protected, read-only view even if you choose Editor.
Links stay private
Copy internal link gives you a convenient workspace link to send through email or chat. It is not a public link: the recipient must sign in and still pass the resource's access policy. Forwarding it does not grant anyone access.
Public links are not available in this release. Making a resource public would need a separate revocable link, expiry, audit trail, and an explicit decision about exposing contact data. Resource Access never makes a file or CRM contact public by accident.
Who can change access
The person who first manages a resource's Resource Access, or an organisation administrator, can add people, change general access, or remove grants. AI employees can tell you that a file is shareable, but they cannot change its permissions themselves.