# Sharing & Collaboration

This guide explains how to share prompts, artifacts, and conversations with team members and collaborate effectively in [PromptOwl](https://promptowl.ai).

---

## Table of Contents

1. [Collaboration Overview](#collaboration-overview)
2. [Sharing Prompts](#sharing-prompts)
3. [Sharing Artifacts and Folders](#sharing-artifacts-and-folders)
4. [Sharing Conversations](#sharing-conversations)
5. [Team-Based Sharing](#team-based-sharing)
6. [Permission Levels](#permission-levels)
7. [Import and Export](#import-and-export)
8. [Collaboration Workflows](#collaboration-workflows)
9. [Enterprise Sharing Controls](#enterprise-sharing-controls)
10. [Best Practices](#best-practices)
11. [Troubleshooting](#troubleshooting)

---

## Collaboration Overview

PromptOwl enables collaboration through multiple sharing mechanisms:

### Sharing Methods

| Method | Description | Best For |
|--------|-------------|----------|
| **Email Sharing** | Share with specific individuals | One-off access |
| **Team Sharing** | Share with entire teams | Group access |
| **Import/Export** | Transfer via JSON files | Backup, migration |

### What Can Be Shared

| Item | Email Share | Team Share | Export |
|------|-------------|------------|--------|
| Prompts | Yes | Yes | Yes |
| Artifacts | Yes | Yes | No |
| Folders | Yes | Yes | No |
| Conversations | Yes | Yes | No |

---

## 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

| Indicator | Meaning |
|-----------|---------|
| Orange share icon | Prompt has been shared |
| Share count | Number of people with access |
| "Shared with you" | Someone else shared this with you |

### 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

| Shared Item | What's Accessible |
|-------------|-------------------|
| Single artifact | Only that artifact |
| Folder | All artifacts in folder |
| Nested folder | Parent folder access doesn't grant child access |

### 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

| Role | Description |
|------|-------------|
| **Owner** | Full control, can manage team |
| **Editor** | Can edit shared items |
| **Viewer** | Read-only access |
| **User** | Basic access (default) |

### 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

| Capability | Owner | Editor | Viewer | User |
|------------|-------|--------|--------|------|
| View item | Yes | Yes | Yes | Yes |
| Use prompt | Yes | Yes | Yes | Yes |
| Edit item | Yes | Yes | No | No |
| Delete item | Yes | No | No | No |
| Share item | Yes | Yes | No | No |
| Transfer ownership | Yes | No | No | No |

### 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

| Scenario | Resulting Permission |
|----------|---------------------|
| Direct email share | Uses specified role |
| Team share | Uses team member's role |
| Multiple shares | Highest permission wins |

---

## 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

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

### Use Cases

| Scenario | Action |
|----------|--------|
| Backup prompts | Export regularly |
| Share with external party | Export and send file |
| Migrate to new account | Export then import |
| Template distribution | Export template prompts |

---

## 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

| Setting | Effect |
|---------|--------|
| `showShareButton` | Enable/disable all sharing |
| Custom email templates | Branded sharing notifications |

### Disabling Sharing

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

### Enterprise Team Controls

| Control | Description |
|---------|-------------|
| Auto-add users | New users join enterprise team automatically |
| Required team membership | Users must be in organization team |
| Cross-team restrictions | Limit sharing between teams |

### 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

| Scenario | Recommended Role |
|----------|------------------|
| Anyone who needs to use prompt | Viewer/User |
| Collaborators on prompt development | Editor |
| Prompt maintainer | Owner |
| External reviewers | Viewer |

### 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

| Role | View | Edit | Delete | Share |
|------|------|------|--------|-------|
| Owner | Yes | Yes | Yes | Yes |
| Editor | Yes | Yes | No | Yes |
| Viewer | Yes | No | No | No |
| User | Yes | No | No | No |

### Sharing Icons

| Icon | Meaning |
|------|---------|
| Orange share icon | Has been shared |
| Gray share icon | Not shared |
| Team badge | Shared with team |
| Email count | Number of individual shares |

---

## Related Guides

- [Adding and Managing Users](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/adding-managing-users)
- [Conversations and Chat History](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/conversations-chat-history)
- [Artifacts and Saved Responses](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/artifacts-saved-responses)