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Sharing

AnyDB is designed for powerful, flexible collaboration. Whether you're working with internal team members, external stakeholders, or public audiences, sharing items in AnyDB is easy and secure.

You can share any item—Records, Pages, Files, or Folders—using one of three methods:

Ways to Share Items​

  • Database Sharing (internal members)
  • Guest Sharing (external guests via email)
  • Public Sharing (via link)

Sharing Options

↗️ Database Sharing (Internal Members)​

Share an item by adding them to the database that contains the items and assigning roles to team members at the Database level. This gives them structured access to all relevant data and connected items.

Items are available to team members by listing the databases available to them inside the team and then navigating to those items.

  • Access is controlled by roles (e.g., Viewer, Editor, Admin)
  • Team members count toward your licensed user limit

↗️ Guest Sharing (External Guests via Email)​

Share an individual item (not the full database) by inviting people via email. The invited people are called Guest Users. They can view or edit the item, depending on the role you assign. Guest users can be anyone inside or outside your organization, such as clients, contractors, or external reviewers.

For guest users to access shared items:

  • Guests must log in to AnyDB
  • Shared items appear in their “Shared with Me” section in the sidebar
  • You can assign Viewer or Editor roles
  • You can choose to allow access to Attachments (child items of the shared item)
note

Guest Users do not consume team licenses. You can have unlimited guest users on any plan.

However, guests can only view or edit shared items—they cannot create new items unless added as team members.

  • Guests can only access items shared with them
  • They cannot see other items in the database or team
  • Guests can only view or edit the item you share with them
  • You can share with unlimited guest users on any plan

Create a public link that anyone can access—no login required.

  • Choose access level: Viewer or Editor
  • Optionally allow access to Attachments (child items of the shared item)
  • You can disable the link at any time
tip

Public links are unlimited on all plans.

How to Share an Item​

To share a Record, Page, or File:

  1. Open the item inside AnyDB
  2. Click the Sharing & Forms button in the top-right corner

Sharing & Forms

  1. Choose “Share Document”

The Sharing Dialog contains three sections:

Sharing & Forms

Team Members with Access​

  • This section displays existing team members with access to the item via Database sharing
  • You can override the existing access level by clicking on the ... icon
  • This override will only apply to the current item and to the child items, not the entire database
  • To give access to a new team member, open the manage database dialog and add them to the database

Guests with Access​

  • Enter an email or the name of the AnyDB group to invite a guest and then click on Invite
  • In the Invite Guest dialog:
    • Select their role: Viewer or Editor
  • Toggle the checkbox to allow access to attachments (optional)
  • Click Send Invite

Attachments are child items (e.g., files, pages) associated with the shared item. By default, access to attachments is disabled.

tip

Guest users can be team members already part of the team. This allows you to share specific items with them while keeping the rest of the database private.

Public Access​

  • Toggle the switch to enable or disable a public link Public Link
  • Click Copy Public Link to copy the shareable URL to your clipboard
  • Set access level: Viewer or Editor
  • Toggle whether to include attachments

You can click Stop Sharing at any time to revoke public access.

Setting a Share Expiration Date​

You can set an expiration date for shares to enhance security and control over shared items.

Share Expiration

  1. In the Sharing Dialog, click on the Enable share expiry checkbox
  2. Select an expiration date using the date picker
  3. The share is automatically saved

When the date expires, the share is automatically removed.

Best Practices​

  • Use Team Sharing for collaborators who need full access and item creation rights
  • Use Guest Sharing for contractors, clients, or reviewers with limited interaction
  • Use Public Links for publishing documentation, assets, or read-only resources

Summary​

Share MethodRequires LoginCan Create ItemsRequires LicenseAttachments SupportRecommended For
Team Member✅✅✅✅Team members
Guest User✅❌❌✅ (optional)Team Members or External reviewers/editors
Public Link❌❌❌✅ (optional)Public or large-scale view/edit needs

Sharing in AnyDB is designed to fit the way you work—secure, flexible, and easy to control.