Collaboration and sharing

Every document, space, and meeting has access controls. Open the location and access settings from the toolbar (the lock or participant icon) to manage who can see it. The popover is organized into accordion sections for Scope, Access, People, and Guest link, so each concern has its own place.

Three access modes:

• Everyone in : All members of the organization or space can access the content.
• Only me: Only you can see it. This is the default for new spaces.
• Only selected people: You choose exactly who has access. Add people from your organization using the search field, and remove them individually.

Access flows from outer containers to inner content:

• Organization → all members are added automatically when they join
• Space → inherits from the organization, can restrict to specific members
• Document or meeting → inherits from its parent (space or org), can restrict further

A note inside a restricted space is visible only to people who have access to the space, even without its own explicit restriction. You can tighten access on individual documents beyond the space's settings, but you cannot open it wider than the parent allows.

Every document has a location shown in the location and access popover. You can move documents between spaces from the same popover, which changes both where the document lives and which access rules it inherits. Types can only be moved up to the organization level, not between spaces.

Enable "Anyone with the link can view" in the access settings to create a public link. Anyone with the URL can view the document without signing in to Tana.

This is useful for sharing meeting outcomes, docs, or artifacts with people outside your organization who do not need edit access.

The public viewer renders typed documents with their full type chip, workflow state pill, assignees (as an avatar stack matching the in-app view), fields grid, and embed cards. Embed cards are clickable; embeds for items that do not have their own public page render as plain item cards. The browser tab title reflects the document's title once the page loads. Turning link sharing off applies immediately and the shared URL stops working. If you open a link whose sharing has been turned off, you see a Sign in call to action that returns you to the authenticated view.

When multiple people have access to a document, they can work on it at the same time. Changes appear in real time for all participants. Notes and canvases show live cursor presence with each person's name and color, so you can see who is editing where.

People in the sidebar shows who is online (green dot indicator). Click a person to see everything you share with them.

Meeting outcomes and chat results can be shared independently from the conversation they came from. Each outcome has a Share button for managing its access settings.

This is common when AI extracts action items or documents from a meeting that stakeholders outside the meeting need to see. Share the outcome with them without sharing the full meeting.

Invite and manage your team from Settings (admin only):

• Invite new members by email
• View pending invitations
• Manage existing members

All organization members can be added as participants to spaces, documents, and meetings. People in the sidebar shows all members and their online status.