Sharing & Visibility
Every Library entry and Project in Zephior can be either Public or Private. The sharing system works the same way for both.Throughout this page, “source” refers to both Library entries and Projects.
| Visibility | Who can access |
|---|---|
| Public | All organization members whose role includes the View sources permission. What each member can do depends on their role. |
| Private | Only the owner and members who have been explicitly granted access. |
How Access Works
Your access to a Library entry or Project depends on your role and any custom access grants you’ve been given.- Owners and Super Admins always have full access. Ownership can be transferred to another member.
- For everyone else, a custom access grant on a specific source takes priority over your role’s default permissions
- If you don’t have a custom grant, your role determines what you can do
Sharing a Private Source
Choose Access Type
Select one of:
- Role-based — the user gets access with their role’s permissions. This is the simplest option.
- Custom Access — the user gets a specific access level’s permissions, regardless of their role. Use this when you want to give someone specific capabilities that differ from their role.
Select Access Level (if Custom)
If you chose Custom Access, select an access level (e.g., Read, Write, Approve, or a custom level)
Overriding Access on a Public Source
Public sources are accessible to all members based on their role. However, you can override a user’s role-based access on a public source using a custom access grant — either to give them more or fewer permissions:- Open the public source and click Sharing & Visibility
- Invite the user with Custom Access and select an access level
Example: Elevate a Viewer
Example: Elevate a Viewer
A user with the “Viewer” role can normally only read public sources. By giving them a Write custom access grant on a specific public source, they can edit that source — without changing their role or affecting their access elsewhere.
Example: Restrict a Member
Example: Restrict a Member
A user with the “Member” role normally has full write access to public sources. By giving them a Read custom access grant on a specific public source, they are restricted to read-only on that source only.
Editing an Access Grant
To change a user’s access type or access level on a source:- Open the source and click Sharing & Visibility
- In the Shared with list, click the actions menu next to the user
- Click Edit
- Change the access type (Role-based or Custom Access) and/or the access level
- Click Save
Revoking Access
To remove a user’s access to a source:- Open the source and click Sharing & Visibility
- In the Shared with list, click the actions menu next to the user
- Click Revoke and confirm
Transferring Ownership
Every Library entry and Project has an owner — the person who created it. The owner always has full access, regardless of their role or any access grants. You can transfer ownership to another organization member.Only the current owner or a Super Admin can transfer ownership. If the new owner had an existing access grant on the source, it is automatically removed since ownership supersedes all grants.
Changing Visibility
You can switch a source between Public and Private at any time:| Change | What happens |
|---|---|
| Private → Public | The source becomes visible to all organization members. Existing role-based invitations are automatically removed (no longer needed). Custom access grants are preserved. |
| Public → Private | The source becomes hidden from everyone except the owner and users with explicit access grants. |