Sharing, Spaces & Access
How visibility, roles, and cross-space publishing work together in Nootio
1 Building Blocks
Spaces
What they are
The single access boundary. Every item lives in one home space. Members are assigned per-space with roles: Owner, Editor, or Viewer.
Example
A consulting firm has a "Client Alpha" space, a "Client Beta" space, and a shared "Methodologies" space. Users only see spaces they're members of.
Personal spaces
Every user starts with a Private space that is always single-user — you can't add members to it. To share content, create a team space or publish selectively to an existing shared space.
Teams
What they are
Billing and people pools. Add a team to a space to grant all its members the same role — saves assigning one by one.
Example
Add the "Alpha Team" to Client Alpha Space as Editors. New team members automatically get Editor access.
Sharing
What it is
External links for people who don't use Nootio. Read-only. No account required.
Key distinction
Sharing is external (public links). Space membership is internal (logged-in users with roles). Separate systems.
2 How Visibility Works
Creator
Always sees own content
You created it — you always have access
Home Space
Space members see it
Everyone with access to the space sees content in it
Published
Cross-space visibility
Items published to other spaces appear there read-only
Share Link
External, read-only
Public URL — anyone with the link can view
Internal visibility = Space membership + Roles (logged-in users)
External sharing = Share links (anyone with the URL)
3 The Problem: Knowledge Silos
Consulting Firm — Before Publishing
Client Alpha Team
Alpha Space
Report Q1 Delivery Review
Report Alpha Risk Assessment
Client Beta Team
Beta Space
Report Expansion Plan
Shared Knowledge
Methodologies
Report
Consulting Framework
⚠ stuck here
This report can't be in both Alpha Space AND Beta Space. It lives in one home space only — members of other spaces can't see it.
4 The Solution: Multi-Space Publishing
Items keep their home space. Publishing adds read-only visibility in other spaces — without moving or duplicating the content.
Consulting Firm — With Publishing
Client Alpha Team
Alpha Space
Report Q1 Delivery Review
Report Alpha Risk Assessment
Report
Consulting Framework
PUBLISHED
Client Beta Team
Beta Space
Report Expansion Plan
Report
Consulting Framework
PUBLISHED
Methodologies (home)
Methodologies
Report
Consulting Framework
HOME
✓ Lives here. Published to Alpha Space + Beta Space. One source of truth.
How It Works
📝 Create
Item lives in its
home space
home space
🌐 Publish
Pick which spaces
should see it
should see it
👁 Visible
Appears in home space
+ all published spaces
+ all published spaces
✏️ Update
Edit once at home —
everyone sees changes
everyone sees changes
5 Move vs Publish vs Duplicate
📦 Move
Changes which space the item belongs to
Item leaves old space, enters new space
One home at a time
Use case: "This should live in a different space"
📤 Publish
Adds read-only visibility to other spaces
Item stays in its home space
Appears in as many spaces as you want
Use case: "Other spaces also need to see this"
📋 Duplicate
Creates an independent copy
Original and copy are fully separate
Edits to one don't affect the other
Available for collections today; other types use Move or Publish
💡 Move changes where it lives. Publish changes who can see it. Duplicate creates a separate copy. Move and Publish are available on every item from its header; Duplicate is currently available on collections.
6 Real-World Example: Who Sees What
| Report | Home Space | Published To | Alpha Space Members | Beta Space Members | Gamma Space Members |
|---|---|---|---|---|---|
| Consulting Framework | Methodologies | Alpha + Beta spaces | ✓ sees it | ✓ sees it | ✗ can't see |
| Company Pricelist | Pricelists | All 3 client spaces | ✓ sees it | ✓ sees it | ✓ sees it |
| Alpha Risk Assessment | Alpha | nowhere (private to space) | ✓ sees it | ✗ can't see | ✗ can't see |
| Q1 Cross-Client Insights | Methodologies | All 3 client spaces | ✓ sees it | ✓ sees it | ✓ sees it |
Client-confidential content stays in client spaces. Shared knowledge gets published selectively. Broadest access wins — if a user is both a Viewer via team and an Editor directly, they get Editor.
7 All the Ways to Share in Nootio
● Internal (logged-in users)
● External (public links)
● Programmatic (API)
8 What Each Role Can Do
Every space member has exactly one effective role. If a user gets access through both a team and a direct assignment, the broadest role wins.
| Action | Owner | Editor | Viewer | Published (cross-space) |
|---|---|---|---|---|
| Read content | ✓ | ✓ | ✓ | ✓ |
| Create new items | ✓ | ✓ | ✗ | ✗ |
| Edit items | ✓ | ✓ | ✗ | ✗ |
| Delete items | ✓ | ✓ | ✗ | ✗ |
| Move items between spaces | ✓ | ✓ | ✗ | ✗ |
| Publish items cross-space | ✓ | ✓ | ✗ | ✗ |
| Manage members & roles ¹ | ✓ | ✗ | ✗ | ✗ |
| Delete the space | ✓ | ✗ | ✗ | ✗ |
¹ Team admins can also manage members and roles of a space owned by their team, even if they didn't create the space themselves.
Creator Override
You can always edit and delete items you created, regardless of your current role in the space. Your content — your control.
You can always edit and delete items you created, regardless of your current role in the space. Your content — your control.
Published Items
Always read-only in the target space. Show a "Published from [Space]" indicator. Edit the original in its home space — changes propagate everywhere.
Always read-only in the target space. Show a "Published from [Space]" indicator. Edit the original in its home space — changes propagate everywhere.
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Spaces, roles, and publishing are included. Start free and invite your team when you're ready.
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