Sharing and visibility
Sharing and visibility
A permission says what kind of thing you may do; visibility says which records you see while doing it. Holding docs:read lets you read documents, but only the documents you own, belong to through a project, or were given by a share.
Visibility: which rows you see
Each module that keeps personal or team records decides who may see each one, and MaxSuite applies that rule to every read of those records. You cannot reach a row by guessing its id.
Typical rules:
- Projects: the projects you created, and the ones somebody added you to at any level (viewer, editor or manager). Tasks, sprints, costs and monitors follow their project.
- Documents, outlines and folders: your own, the ones in your projects, and the ones shared with you or your team.
- Domains: through their project, their provider account, or a share on the domain itself.
- Accounts at outside providers: an account connected as "Only me" is visible to its owner alone; one connected for "Everyone here" is visible to the organisation.
When more than one rule applies, all of them must agree. Adding a module can only narrow what you see.
Administrators are narrowed too, by default. A module can let administrators see everything, and says so. An administrator never reads another organisation.
API keys see no rows wherever a module narrows rows to people, because nobody is behind a key. A key made with Acts as you sees what its maker sees, within its own permissions. See API keys and MCP access.
Scheduled jobs run as MaxSuite itself and are not narrowed.
Sharing with a person or a team
| What | Levels | Who may share |
|---|---|---|
| A document, outline or folder | viewer (read) or editor | Its owner (for a folder, whoever made it) or an administrator |
| A domain | viewer, dns_editor, manager, owner | Someone with the owner role on the domain, never above their own role |
| A provider account connected as "Only me" | viewer, dns_editor, manager, on every domain it lists | The account's owner |
| A project | viewer, editor, manager, as a member | A manager of the project |
| A saved link | read only | Its owner |
| An agent (who may run it) | by person, by role, or everyone | Its owner |
Anything shared with a team reaches its members, and stops reaching a person who leaves the team. Teams are set on Admin → People.
What the domain roles mean:
- viewer sees the domain.
- dns_editor also changes its DNS records. A share can limit them to some record types or to one name.
- manager also sets nameservers, renewal, reminders, tags, notes and its project.
- owner also shares it.
A share on a domain or a provider account can carry an end date. Sharing a provider account never hands over the account or its credentials, only the domains it lists.
People can also ask for access. A request for a document, outline or folder waits in its owner's queue; the owner approves or declines it, and the person who asked is told. Documents, Outlines and Links each have a Shared with me view.
Not through a key
Granting access is a person's decision. Sharing a document, outline or folder, approving an access request, or putting a folder on a public link is refused through an API key, even one that acts as you.
Public links
Folders, outlines, diagrams, documents and single documentation pages can be put on a link anyone holding it can open, signed in or not.
| What | Turn it off |
|---|---|
| A folder and everything in it | Turning it off clears the link for good. Turning it on again makes a new one. |
| An outline (optionally with comments) | Stopping it kills that link. |
| A diagram | Revoke one link at a time. Links can expire. |
| A document | Agents can only remove a public link, never make one. |
| A single documentation page | Revoke the link. |
Treat a link like a key and turn it off if it escapes. A project's whole documentation site can also be made public, and a person approves that either way. See Publishing.
Where each link opens, and the other public pages (forms, booking, mailbox and password forms, published docs), are listed in Public links and sharing.
What to watch for
- Removing a share is not the only way someone sees a thing. Taking a domain share away leaves their sight through its project or a provider account share. A domain's share list says how each person reaches it.
- What someone has seen cannot be unseen. That is why an agent trying a sharing tool asks a person first by default. See Agents and approvals.