Sharing & permissions

Select Share at the top of any page to:

• Invite someone to the page.

• See and change who has access to the page, and what level of permissions they have.

• Copy the page’s link to share it with others.

• Open the Publish tab to share a page to the web. Learn more here →

Sometimes you'll want to share a page with only select members of your workspace — like a meeting doc for 1:1s with your manager, or notes for a small project team. To share a page with specific people:

1. Select Share at the top of any page.

2. Find and select the names of the members/groups in your workspace that you want to share the page with. You can also invite someone who isn’t in your workspace as a guest by entering their email address.

3. Open the dropdown next to the names of the people you’re inviting, then select a permission level.

4. Select Invite.

When you share a page with specific workspace members, the page will appear in the Shared section of your sidebar. Learn more about sidebar sections here →

Teamspaces are dedicated spaces for every team within your organization or company. Each teamspace has its own members and permission levels, which can be customized by its teamspace owners. Learn more about adding members and assigning permissions in teamspaces →

There are two ways to share Notion pages with any teamspace that you’re a member of:

• Hover over the name of a teamspace in your sidebar and create a new page inside of that teamspace by clicking the + that appears.

• In your sidebar, drag a page into a teamspace.

Guests are people who aren’t part of your Notion workspace. This could be a contractor or a client you’re working with. Learn more about guests here →

Once you’ve invited someone to your page as a guest, they’ll receive an email with a link to the page. To access your page, your guest will need their own Notion account.

You can manage general access to your page by selecting Share at the top of a page and configuring General access. Here, you can choose to share your page with:

• Only people invited: This means only you and people you invite can access your page.

• Everyone at {your workspace}: This means other workspace members can access your page using search or using the link.

  • Open the dropdown next to Everyone at {your workspace} and toggle on Hide in search to hide this page from search results for any users who haven’t visited the page before or don’t already have the link to the page.

• Anyone on the web with link: This means that anyone who has the link to your page can access it, even if they aren’t part of your workspace or aren’t a Notion user. Note that page visitors will need to be logged into Notion if they want to comment on or edit your page.

  • If you want access to this link to expire, open the dropdown next to Anyone on the web with link. Open the dropdown next to Link expires and select a time or date.

  • Enterprise workspace owners can disable these public sharing links by going to Settings → Security and toggling on Disable publishing sites, forms and public links.

For each group of people you grant general access to, you can assign an access level.

For every person, group, or teamspace you share a page with, you can assign a different permission level. This helps to keep private information private and gives you granular, precise control over your work.

Here are the different permission levels in Notion:

• Full access: People with full access to a page can edit any of the content it contains and share the page with anyone they want.

• Can edit: Select this level of access for people who should be able to edit the content on the page, but not share the page with others.

• Can edit content: This permission level is only found on database pages. People with this level of access can create and edit pages within the database, and edit property values for those pages. However, they will not be able to change the structure of the database and its properties, views, sorts, or filters. Learn more about databases here →

• Can comment: Select this level of access for people who should only have the ability to comment on a page. They won’t be able to edit or share the content.

• Can view: People with this level of access can read the content on the page, but they won’t be able to comment, edit, or share.

There are also different actions that people can take in a workspace depending on their role in the workspace. To learn more, read this article →

To change someone’s permission level for a specific page:

1. Select Share at the top of the page.

2. Open the dropdown next to the name of a person, group, or teamspace with whom the page has been shared.

3. Select a permission level.

Seeing other people in a page you didn't mean to share? Want to make a page private? There are a few ways you can stop sharing your pages with others:

• In your sidebar, drag a page into your Private section so that only you can see it.

• Select Share at the top of a page. Then, open the dropdown next to a workspace, group, or individuals who currently have access and select Remove.

If your database has at least one person property, you’ll be able to assign specific permissions to the people in that person property. For example:

• You might have an IT ticket database where you want ticket creators to be able to edit their tickets, but not accidentally make changes to tickets created by others.

• You might be a recruiter working with many candidates, but only want hiring managers to see information about their own candidates.

• You might be working with a team of contractors who should only be able to view and edit their own tasks in a database.

Permissions you assign through a person property will apply across all views of your database. They’ll also reflect in linked views of the database.

To set permissions for a person property or created by property:

1. Open a database. This must be the source database and not a linked view of it.

2. Click Share at the top of the database.

3. Under Page-level access, select Add a new rule.

4. Select a person or created by property from your database.

5. Select an access level.

6. Select Create rule.

If your database contains multiple data sources, each data source can have its own permission rules. You’ll be able to toggle between data sources when you set these permissions in the Share menu.

You can create new permissions for additional person properties in your database by clicking Add a new rule.

How others can interact with a database’s content once you’ve assigned page-level access depends on whether they have access to the database or not.

If someone has access to the database

Let’s say that you have Full access to a task database. Your direct report Anna has Can comment access.

Then, you create a page-level access rule that gives people in the assignee person property Can edit access. You assign Task 1 to Anna.

In addition to being able to view and comment on all pages of the database, Anna can now also edit Task 1 as a result of the page-level rule.

If someone doesn’t have access to the database

Let’s say that you have Full access to a task database. Nobody else has any level of access.

Then, you create a page-level access rule that gives people in the assignee person property Can edit access. You assign Task 1 to Anna. If Anna tries to visit your task database, she’ll get an error message. This is because she doesn’t have access to your task database and she only has access to Task 1. There are two ways Anna will be able to view and work on Task 1:

1. When you assign Anna to a task and grant her access via a page-level rule, Anna will get a notification in Notion telling that she got assigned to Task 1. She can then open the task from her inbox.

2. Create a linked view of your task database in a page and give Anna access to that page. Anna will be able to access and edit Task 1 in the linked view. Additionally, any other tasks you assign to Anna in that database will be accessible to Anna via the linked view.

To create a linked view of a database:

1. In a page, type /linked.

2. In the slash menu, select Linked view of data source.

3. In the menu that appears, find and select the database you want to link to.

4. The database you select will show up as a copy of the original, which can be filtered and sorted differently without changing the original.

Because Anna only has access to her tasks via page-level access rules, she won’t be able to create new pages in the database. To allow new page creation, you’ll need to create a form.

To delete a permission rule for a specific person or created by property:

1. Select Share at the top of the database.

2. Open the dropdown menu for an existing rule.

3. Select Delete permission rule.

When you create a subpage inside of a page, that subpage will take on the permissions of its parent page. To change this, go into a subpage and update the permissions there.

Teamspace owners can set default permissions for content in their teamspace. This will apply to every new page created in the teamspace, and if you want to change them, you’ll have to make changes at the page level.

Notion respects the broadest level of access given to a user. For example, let's say you give Member A Can view permissions to a page. Then you give everyone in your workspace Full access, Member A will also get full access because they are a member of your workspace.

Additionally, moving a shared page to the Private section of your sidebar will remove everyone else's access on that page. Note: This override will only apply to the parent page — the permissions granted for any subpages will remain the same.

If a page is set to be accessible to Anyone with link, note that even those that don’t have the direct link may be able to access in certain cases including the following:

• The page is mentioned in or linked from another page shared more broadly.

• The page uses a two-way relation that links to another page shared more broadly.

• The page is nested inside another page that has been shared more broadly.

You can tell who else has access to a page because their profile photos can be seen in the bar at the very top of the page.

• An avatar appears faded out if that person is not currently looking at the page.

• An avatar appears unfaded if the person is currently on the page.

• Hovering over an avatar will show you the person's name, email, and when they were last on the page.

• Clicking on an active avatar will jump you to the part of the page where they're reading or typing.

• When people are collaborating on the same page at the same time, you'll see their avatars move next to the blocks they are looking at or editing.

• Click ••• at the top right of any page and look at the bottom of the menu that pops up. You'll see who last edited the page and when.

If you open a page that you don’t have access to, you can select No access on the page to send a request. This will notify the page’s creators or editors, who can choose to accept or deny your access request.

If you have view or comment access to a page and want edit access:

1. Open the page and select Share.

2. In the Share tab, you’ll see what level of permissions you currently have. Open the dropdown next to this information.

3. Select Request edit access.

This request will go to the page creator, who can accept or ignore it. You’ll be notified once your request has been accepted — try refreshing the page if you’re not able to edit it.

If you’re a workspace owner on an Enterprise Plan, you can control content sharing with additional security settings. Learn more about these features here →

To see these settings, go to Settings in your sidebar, then select Security.