Sharing Documents Internally
Grant Papyrus users — colleagues, departments, roles — access to documents you own.
Sharing Documents Internally
Internal sharing means granting other Papyrus users in your tenant access to a document or folder. (For sharing with people outside your tenant, see Sharing Externally.)
Sharing a single document
- Open the document
- Click Share in the right sidebar
- Choose recipients:
- A specific user (autocomplete by name or email)
- A role (e.g., “FinanceManagers”)
- A department (e.g., “HR”)
- Choose permission level: View / Download / Edit / Share
- Optionally add a message
- Click Send
Recipients get a notification (in-app + email).
Sharing a folder
Folders share like documents but the grant applies to everything in the folder, including future uploads. Children documents can still have more restrictive permissions individually.
Permission levels
| Permission | What it allows |
|---|---|
| View | See the document exists, read its content |
| Download | Save the file locally |
| Print (where printing is restricted) | |
| Edit | Modify content or metadata |
| Comment | Add comments and @mentions |
| Share | Share with further recipients |
| Approve | Act on workflow tasks |
| ManagePermissions | Grant / revoke permissions |
Permissions are additive — a user has the union of all permissions granted to them directly, via their roles, and via their department.
Removing a share
- Open the document
- Click Share → Manage access
- Find the user/role/department
- Click the × beside their entry
The user immediately loses access. The audit log captures the revocation.
What recipients see
When a share is granted:
- In-app notification: a card in the bell dropdown with a link
- Email (if email notifications are on for this event type)
- The document appears in their Shared with Me view at
/documents/shared-with-me
Restricted documents
Documents classified Restricted can be internally shared but with additional constraints:
- Each access is logged (even view access)
- Downloads watermark with the viewer's email
- Printing may be disabled
- External sharing remains forbidden
Pro tips
- Share with the role, not the person: if you share with “FinanceManagers”, new finance managers automatically get access; new joiners don't need a manual share
- Share folders not documents: easier to maintain when documents in the folder change
- Use comments to draw attention: the comment thread on a document is a focused channel separate from the share