Shared workspaces with owner, editor and viewer roles

What a team is

A team is a named workspace with members and roles. The person who creates it is the owner. Everyone else is an editor, who can change documents, or a viewer, who can only read them. Documents created inside the team belong to the team; your personal documents stay private.

Team documents show up in every member's sidebar with a small badge carrying the team's initial; hover it for the team name. A viewer sees the document name in the top bar without rename or delete.

Invites

The owner opens Teams in the top bar, expands the team and uses Invite people: an email address, Can edit or Can view, and Send invite. The email carries a /join link bound to that address, valid for seven days, single-use, and only accepted by a verified account with that email. Pending invites list under the form with a Revoke link.

The alternative is an open link: can-edit link or can-view link. Anyone holding it can join at that role for seven days. There is one open link per team and role; minting a new one revokes the old.

The join page previews the team name, the role and who invited you before anything else. Not signed in? Runic parks the invite, you sign in or create an account, and the join completes on its own. Unverified? Verify the address and it completes then.

Managing the team

The Members list shows name, email and role. The owner can switch anyone between Can edit and Can view, or Remove them, which cuts their access to every team document at once. The owner's role cannot change and the owner cannot leave; the way out is Delete team, after which documents go back to whoever created them.

Editors and the owner get + New process and + New diagram on the team card. A new document is named after the team and opens straight away. Any member, viewers included, can browse a team document's version history.

Limits and gotchas

The Teams button only appears when you are signed in, and creating a team needs a verified email. One account can own up to ten teams. Team names are capped at 80 characters, email invites at 20 per hour.

Documents are created inside a team; there is no move action for an existing personal document. When billing is on, team documents count against the team owner's plan, not the creator's.

Viewers cannot create share links for team documents; the Share menu tells them to ask an editor. A viewer's sidebar reorders of team documents do not stick.

How to use it

1. 1
   Open Teams

   Click Teams in the top bar. Type a name in 'New team name…' and click Create team. The new card expands at once.
2. 2
   Invite by email

   Under Invite people, enter the address, pick Can edit or Can view, click Send invite. The note confirms the mail went out and that it works only for that address.
3. 3
   Or copy an open link

   Click can-edit link or can-view link. The URL is copied and shown in a field; it is valid for seven days.
4. 4
   Create documents inside the team

   Click + New process or + New diagram on the team card. The document opens with the team's name in its title.
5. 5
   Adjust roles later

   In Members, use the role select next to a person, or Remove. Pending invites have their own Revoke link.
6. 6
   Accept an invite

   Open the /join link. Sign in or create an account with the invited address, verify it, and the page welcomes you to the team before returning you to the app.

Commands & shortcuts

Tips

• Invite as viewer first when you only want feedback. Viewers can read, zoom, export and browse history, but cannot change a line.
• If the server has no mail configured, the invite note hands you the link to pass on yourself; it still only works for that address.
• A revoked or expired invite says so before anyone signs up, so you can hand out a fresh link without making people create an account for nothing.
• Deleting a team is not deleting its documents. Each one goes back to the person who created it.

Questions