Sharing & Collaboration

This guide explains how to share prompts, artifacts, and conversations with team members and collaborate effectively in PromptOwl.

Table of Contents

1. Collaboration Overview
2. Sharing Prompts
3. Sharing Artifacts and Folders
4. Sharing Conversations
5. Team-Based Sharing
6. Permission Levels
7. Import and Export
8. Collaboration Workflows
9. Enterprise Sharing Controls
10. Best Practices
11. Troubleshooting

Collaboration Overview

PromptOwl enables collaboration through multiple sharing mechanisms:

Sharing Methods

What Can Be Shared

Sharing Prompts

Share prompts with colleagues so they can use or collaborate on them.

How to Share a Prompt

1. Open the prompt you want to share
2. Click the Share button (or share icon)
3. Choose sharing method:
   • Enter email addresses, OR
   • Select teams
4. Click Share

Email Sharing

Adding Recipients:

1. Type email address in the input field
2. Press Enter or Space to add
3. Add multiple emails as needed
4. Click Share to confirm

Removing Recipients:

• Click the X on any email badge to remove

Sharing Indicators

Email Notifications

When you share a prompt:

• Recipient gets an email notification
• Email includes prompt name and your email
• Contains direct link to the prompt
• Styled with your organization's branding

Sharing Artifacts and Folders

Share knowledge base content with your team.

Sharing an Artifact

1. Open the artifact in Data Room
2. Click the Share button
3. Add email addresses or select teams
4. Click Share

Sharing a Folder

Share an entire folder to give access to all artifacts within:

1. Open the folder in Data Room
2. Click Share on the folder
3. Add recipients
4. All artifacts in folder become accessible

Inheritance

Share Notifications

Recipients receive email notifications with:

• Item name (folder or artifact)
• Sharer's email
• Direct access link
• Organization branding

Sharing Conversations

Share valuable AI conversations with colleagues.

How to Share a Conversation

1. Find the conversation in the sidebar
2. Click the menu icon (or right-click)
3. Select Share
4. Add email addresses or teams
5. Click Share

Prompt Access Required

Important: Recipients need access to the underlying prompt to view shared conversations.

Automatic Handling:

1. You share a conversation
2. System checks if recipient has prompt access
3. If not, shows confirmation dialog
4. You can choose to share both conversation AND prompt

Viewing Shared Conversations

Shared conversations appear in your sidebar:

• Shows "Shared by: [email]" indicator
• Full read access to conversation history
• Cannot modify the original conversation

Team-Based Sharing

Teams provide group-based access management.

What Are Teams?

Teams are groups of users who share access to resources:

• Share once, all team members get access
• New team members automatically get access
• Centralized permission management

Creating a Team

1. Go to Teams section
2. Click Create Team
3. Enter team name
4. Add members by email
5. Assign roles (Owner, Editor, Viewer)
6. Click Create

Team Member Roles

Adding Team Members

1. Open team settings
2. Click Add Member
3. Enter email address
4. Select role
5. Click Add

New members receive email notification with:

• Team name
• Who added them
• List of accessible prompts
• Link to dashboard

Sharing with Teams

When sharing any item:

1. Click Share
2. Select Teams tab
3. Check the teams to share with
4. Click Share

All current and future team members get access.

Enterprise Teams

In enterprise environments:

• Teams can be auto-created
• Users auto-added based on organization
• Admin controls team membership
• Cross-team sharing may be restricted

Permission Levels

Different roles have different capabilities.

Role Comparison

How Roles Are Assigned

For Prompts:

• Creator is automatically Owner
• Shared recipients get role based on sharing settings
• Default is User/Viewer

For Teams:

• Team creator is Owner
• Other members assigned roles when added
• Can be changed by team Owner

Permission Inheritance

Import and Export

Transfer prompts between accounts or environments.

Exporting Prompts

Export all your prompts to a JSON file:

1. Go to Settings or prompt list
2. Click Export button
3. JSON file downloads automatically

What's Exported:

• Prompt configuration
• Blocks and variations
• Variables
• LLM settings

What's NOT Exported:

• User IDs
• Timestamps
• Sharing settings
• Conversations

Importing Prompts

Import prompts from a JSON file:

1. Go to Settings or prompt list
2. Click Import button
3. Select your JSON file
4. Prompts are created in your account

Import Notes:

• Creates new prompts (doesn't overwrite)
• Uses your default LLM settings if missing
• You become the owner
• No sharing settings imported

Export File Format

[
  {
    "name": "Prompt Name",
    "type": "simple",
    "variation": "System context...",
    "llmType": "openai",
    "llmSettings": {
      "model": "gpt-4o",
      "temperature": 0.7
    },
    "variables": `{}`,
    "blocks": []
  }
]

Use Cases

Collaboration Workflows

Common patterns for team collaboration.

Workflow 1: Prompt Development

Solo Development → Team Review → Production:

1. Developer creates prompt (Owner)
2. Shares with reviewers (Viewer)
3. Reviewers provide feedback
4. Developer makes changes
5. Shares with wider team

Workflow 2: Shared Knowledge Base

Centralized Knowledge:

1. Create team for department
2. Create folder in Data Room
3. Share folder with team
4. Team members add artifacts
5. All prompts can use shared knowledge

Workflow 3: Template Distribution

Standard Prompts:

1. Admin creates standard prompts
2. Exports as JSON
3. Distributes to team members
4. Members import and customize
5. Original remains unchanged

Workflow 4: Conversation Review

Quality Assurance:

1. User has AI conversation
2. Shares interesting/problematic conversation
3. Team reviews conversation
4. Feedback incorporated into prompt
5. Prompt improved for everyone

Enterprise Sharing Controls

Administrators can control sharing behavior.

Feature Toggles

Disabling Sharing

When sharing is disabled:

• Share buttons hidden
• Attempts show: "Sharing is disabled for this organization"
• Existing shares remain active

Enterprise Team Controls

Custom Email Templates

Enterprises can customize sharing emails:

• Custom subject lines
• Branded body text
• Variable support (\{inviter_email\}, \{prompt_name\})
• Theme colors applied

Best Practices

Sharing Strategy

Do:

• Use teams for group access
• Share folders, not individual artifacts
• Set appropriate permission levels
• Review shared items periodically

Don't:

• Share everything with everyone
• Give Editor access when Viewer suffices
• Share sensitive prompts widely
• Forget to remove departed users

Team Organization

Suggested Structure:

Organization Team (all users)
├── Marketing Team
├── Engineering Team
├── Support Team
└── Leadership Team

Tips:

• Create functional teams
• Use consistent naming
• Assign clear owners
• Document team purposes

Permission Guidelines

Knowledge Base Sharing

1. Organize first - Create logical folder structure
2. Share folders - Not individual artifacts
3. Set permissions - Viewers for most, Editors for contributors
4. Review access - Periodic audit of who has access

Troubleshooting

Shared Item Not Visible

1. Check email address - Ensure correct email was used
2. Refresh page - May need to reload
3. Check team membership - If team-shared
4. Verify sharing saved - Sharer should confirm
5. Check permissions - May have view-only access

Can't Share Item

1. Check your role - Only Owners/Editors can share
2. Check enterprise settings - Sharing may be disabled
3. Verify you own the item - Or have Editor access
4. Check error message - May indicate specific issue

Team Members Not Getting Access

1. Check team membership - Ensure they're in the team
2. Check team role - May need higher permission
3. Verify sharing saved - Re-share if needed
4. Check email delivery - Notification may be in spam

Import/Export Issues

Export Problems:

• Check browser download settings
• Ensure you have prompts to export
• Try different browser

Import Problems:

• Verify JSON format is valid
• Check file isn't corrupted
• Ensure file contains prompt array
• Check for error messages

Email Notifications Not Received

1. Check spam folder - Often filtered
2. Verify email address - Must be exact match
3. Check enterprise email settings - May be blocked
4. Contact administrator - Email system may have issues

Permission Conflicts

If user has multiple access paths (direct + team):

• Highest permission level applies
• Direct shares can't reduce team permissions
• Owner status always takes precedence

Quick Reference

Sharing Checklist

Before Sharing:

• [ ] Confirm you have sharing permission
• [ ] Verify recipient email/team
• [ ] Choose appropriate permission level
• [ ] Check if prompt access needed (for conversations)

After Sharing:

• [ ] Confirm sharing saved
• [ ] Notify recipient if needed
• [ ] Document sharing for records

Role Summary

Sharing Icons

Related Guides

• Adding and Managing Users
• Conversations and Chat History
• Artifacts and Saved Responses