Note sharing and access
Use the Share button at the top of a note to manage who can see it. Only owners and admins can change sharing settings. Regular members can open the share dialog to see the current state and use Copy link, but the settings are locked with the notice Only admins can change sharing settings. Guests don’t see the Share button.
The share dialog has three parts:
| Section | What it controls |
|---|---|
| General access | Which workspace members can open the note |
| Guests | Whether workspace guests can open the note |
| Link | Whether people can view the note through a link without signing in |
More sharing help → at the bottom of the dialog opens this page.
General access settings
Section titled “General access settings”In the Everyone in {workspace} row under General access, choose how far access extends among workspace members.
| Setting | Meaning |
|---|---|
| Everyone | Every member of the workspace can open and edit the note. |
| Some people | Only the members you add to the list, plus admins and owners, have access. |
| Private (admins only) | Only admins and owners have access. The dialog shows Only admins and owners can view. |
A note set to Some people or Private becomes a restricted note. Restricted notes are hidden from the note list and search results of members who don’t have access. Admins and owners can open and edit any note, restricted or not, for administration and oversight.
Adding members under Some people
Section titled “Adding members under Some people”- Change General access to Some people. The admin who makes the change is added to the list automatically.
- Click Add member.
- Pick someone from the workspace member list.
- You pick people from the workspace’s members. There’s no way to invite an outside person to a note by email. Guests don’t appear in the list.
- Each person’s access is shown next to their name as Can edit or Can view. Members added with Add member always get Can edit.
- Added members get an Inbox notification and an email about the shared note. The email is in Korean even in the English UI (subject “[MashNote] {name}님이 노트를 공유했습니다” — “{name} shared a note”).
- Click the × next to a person to remove their access; they get an Inbox notification. If you remove everyone from the list, the note ends up in the same state as Private.
- People shared by email in the past may still appear in the list as Can view or Pending. Remove them with × if they’re no longer needed.
An @name mention in a note doesn’t grant access. In a restricted note, you can only mention members who can already open it. See Mentioning members.
Opening a note to guests
Section titled “Opening a note to guests”Workspace guests can’t be added one by one. Guest access is set per note in the All guests row under Guests.
| Setting | Meaning |
|---|---|
| Restricted | Guests can’t see the note. (Default) |
| Can edit | Every current and future guest in this workspace can open the note and edit its title and content. |
- A note that’s already open to guests through a parent folder shows Allowed via parent folder and can’t be changed from the note.
- Restricted notes (Some people or Private) and notes inside a restricted folder aren’t visible to guests. The guest setting is disabled and the dialog shows
Restricted notes aren't visible to guests. - Guests can’t create notes or folders, move or organize notes, or use AI, image uploads, PDF import, or mentions.
For the guest role and how to invite guests, see Workspaces and members.
View-only sharing by link
Section titled “View-only sharing by link”Change Anyone with the link under Link to View only, and anyone who has the link can view the note, whether or not they’re signed in. Only admins and owners can turn a public link on or off.
- A public link is always view-only. Signed-in users don’t get edit access through the link.
- Pages opened through a public link are set not to be indexed by search engines.
- After turning the link on, set an expiry in the same menu: No expiry, Expires in 1 day, Expires in 7 days, or Expires in 30 days. With an expiry set, the dialog shows
Expires {date}. - You can turn on a public link even for a restricted note, but people who come through the link can only view it. A public link doesn’t grant guest access.
Copy link copies the note’s address. When the public link is off, only people who have access to the note can open that address.
When you move a note to the trash, it’s hidden from its public link and idea connections right away. If you restore it within the retention period, those connections come back. See Trash and restoring notes.
Turning off share links for the workspace
Section titled “Turning off share links for the workspace”Admins can block new public links across the whole workspace.
- Open your avatar at the bottom of the navigation rail (Account menu).
- Click the gear on the workspace’s row (
{workspace} settings) to open Workspace settings. - On the General tab, turn off Allow share links.
When it’s off, new public web links can’t be created, and the note share dialog shows An admin has disabled public sharing. Existing links are not removed.
Folder sharing
Section titled “Folder sharing”In the sidebar, choose Share from a folder’s Folder options menu to open the folder share dialog. Only admins and owners can change folder sharing too.
- Folders have General access only. Choose Everyone, Some people, or Private (admins only); with Some people, add people with Add member.
- Folder settings show
Applies to child notes and folders. Restricting a folder also restricts the notes and subfolders inside it. - Guest access and public links are set per note, not per folder.
Finding notes shared with you
Section titled “Finding notes shared with you”If a note someone shared with you doesn’t appear in your folder tree, open it directly from the Shared pages section of the sidebar. The section appears only when there are such notes. If you can no longer open a note or its sharing is removed, the item disappears too.