Introduction
Sharing items and folders in Farseer with other users or groups within your workspace is a straightforward process. Before sharing, ensure that you have configured their permissions to determine what they can view or edit.
Sharing an item
To share an item you can right-click the item in the navigation sidebar and select Share or open the item and click Share in the top-right corner.
Right clicking an item in the navigation sidebar
When you click "Share" the Share sidebar opens, where you’ll see a list of people who already have access to the item. If the list is empty, the item hasn’t been shared yet.
Share sidebar
At the top, you'll find search bar to filter through existing users and groups or type a name to quickly add new ones, also you'll find add option to give access to the users or groups you searched for and three-dot menu to open extra options.
At the bottom of the Share sidebar, you’ll see a list of super-admins in your Farseer workspace. These users have Full edit access to the item by default, and this access cannot be removed.
For Sheets, the share sidebar is split into three views:
All: Shows every share on the item.
Tracked: Shows only tracked shares (with a status).
Untracked: Shows only untracked shares (without a status)
Each share comes with a set of properties you can adjust. Some are exclusive to sheets and dashboards:
Active: Defines whether the permission is active or inactive. Useful for temporarily disabling access.
This toggle is locked if:
The share has a status.
The share has a time limit.
User/Group: The users and groups included in this share.
A single share can contain multiple users or groups.
The Public option creates a public share, allowing access via link for people outside your Farseer workspace. (Available only on sheets)
Type: Defines the access level for the item.
Full edit: Full admin rights. Can rename, share, modify rows/columns, and delete the sheet.
Data edit: (Sheets and dashboards only) Allows entering data into cells.
View only: Read-only access. No data entry allowed.
If the share is tracked, the Type option is locked, and the status defines the type.
Time limit: Sets a time limit for the share. When it expires:
If the share has no status: The share is deactivated by toggling off Active.
If the share has a status: The share is set to Expired with type View only.
Restrictions (Sheets only): Defines data edit restrictions for a specific version and time range.
Version: Select which versions can be edited.
Start range – End range: Define the editable time range.
Allow entry on Property columns: Controls whether property columns (text, number, file, date) can be edited.
Status (Sheets only): Tracks progress of data entry and affects both Type and Active.
No status: The share is not tracked.
Shared: The share is tracked.
Sets the type to Data edit.
The user sees a Submit button.
When submitted:
Status becomes Submitted.
Type changes to View only.
In Progress: The user opened the sheet and started entering data.
No other properties change.
Submitted: The user submitted the task.
Type changes to View only.
Approver can Approve or Disapprove:
Approve:
Sets status to Approved.
Deactivates the share (toggles off Active).
Disapprove:
Reverts status to Shared.
Reverts type to Data edit.
Approved: The task is finished and approved.
Approver can:
Restart tracking: Resets status to Shared (useful for recurring processes like new planning cycles).
Archive: Sets status to Archived.
Archived: The share is inactive but not deleted.
Can be reused later.
Hidden by default, but can be filtered in manually.
Approver (Sheets only): The user who can approve or disapprove a tracked share.
Set by default to the user who starts the tracking (but can be changed anytime).
Can only be assigned if the share is tracked.
Every tracked share must have an approver. Removing the approver will untrack the share.
Labels: Helps organize and navigate shares.
You can define a label name and color.
Labels can be created or deleted as needed.
Comment: A single short text comment.
Useful for extra notes, explanations, or organization.
Filtering
Filtering the share list.
You can filter the list by any property using the arrow next to its column header.
When a filter is active, the arrow turns into a filter icon.
To clear all filters, click Reset filters in the top-right corner of the screen.
If the list becomes long, a search bar will automatically appear to make filtering easier.
Other features
Right-click options
By right-clicking on a share, you’ll see different options depending on its properties.
Tracked share options
Approve: Approves the tracked share.
Disapprove: Disapproves the share and returns the status to Shared.
Archive: Sets the status to Archived.
Track status / Stop tracking: Starts or stops tracking for the share.
Restart tracking: Resets the status back to Shared.
Other options
Copy to everything in this folder (Folders only): Applies the selected share to all items inside the folder.
Refresh: Extends the time limit by 7 days.
If the share is tracked, it also resets the status back to Shared.
Regenerate link (Public links only): Creates a new share link and invalidates the old ones.
Copy link: Copies the share link to your clipboard.
Delete: Removes the share.
Table options
The table works just like a regular spreadsheet:
Copy/Paste: Use CTRL/CMD + C/V or the drag handle to quickly duplicate values.
Delete/Reset: Use the DEL key to clear or reset settings.
Export to .xls
You can export the current view of shares to an .xls file by clicking on the three dot icon (…) next to the search bar and choosing the “Export to .xls” option.
Labels
Label dropdown
Labels help organize and navigate your shares. You can add labels using the “+” button in the share sidebar or on the central Sharing screen.
Search bar: Filters labels by name or sets the name for a new label.
List of available labels: Shows all created labels. Click a label to add it.
More options (…): Provides additional actions for each label, including setting its color and name, or deleting it.
Create: Adds a new label with the name typed in the search bar.
Status tracking
The “Status tracking” splash popover when enabling tracking
Status tracking is a useful way to monitor the progress of a share. To ensure it works correctly for other users (such as planners), make sure the appropriate class permissions are granted.
Tracked shares cannot be manually activated or deactivated, and their type cannot be changed. These properties are automatically determined by the share’s current status.
When a time limit is applied to a tracked share, it follows a special rule: if the time limit expires, the share’s status will automatically change to Submitted and its type will be updated to View only, rather than deactivating the share entirely.
Submitting a tracked share
The submit button
Once a share is tracked, every user on that share will see a Submit button in the top right corner of the screen. If a time limit is set, the remaining time will be displayed next to the button.
Clicking Submit opens a confirmation dialog, giving the user one last chance to confirm their changes. Once submitted, the share’s status is updated to Submitted.
The approver can then either Approve or Disapprove the submission:
Approve: Updates the status to Approved.
Disapprove: Returns the status to Shared, allowing the user to make corrections.
Central “Sharing” screen
The central “Sharing” screen
The Sharing screen is the central place to view all shares across your workspace. It’s divided into four tabs:
All shares:Shows all shares on every item in the workspace.
All tracked: Shows all tracked shares on all sheets in the workspace.
My tracked: Shows all tracked shares that are shared with you, where you are not necessarily the approver.
My approvals: Shows all tracked shares where you are set as the approver.
The Sharing screen includes all the same properties as the share sidebar, with a few extras:
Completion chart: Provides a visual summary of tracked shares, showing counts of approved, submitted, in progress, or shared items.
Next deadline: Displays the date of the next expected expiration for a tracked share.
Item column: Indicates which item each share is associated with.
All previously mentioned features—like filtering, bulk editing, and property management—are available here as well.
Other rules
The Share sidebar is available only to users with Full edit access, who can also create and edit shares, as well as super admins.
Users with a share on an item will see it listed in the central Sharing screen.
If they don’t have Full edit access, the share cannot be modified.
Tracked shares can be approved only by designated approvers, Full edit users, and super admins.
📹 Feature Spotlight: Sharing
Want a visual walkthrough?
Discover how Farseer’s Sharing system simplifies access control — with time limits, labels, comments, group sharing, and easy toggling to manage visibility cleanly and reliably across your model.