Share (Notion)

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Sharing via the Shared link at the top right of pages, is intended to give guests access: People from outside your organization (and therefore workspace) [1]. This works for free account. Currently (2023.02), this is the way to go for me.

You can't partially share a relation

Concerning sharing, relations between database tables only function, if both end of the relation are fully shared. This is quite unfortunate, for it means that I can't share some tasks with someone and some tasks not - I have to share all of them, if I want the recipient to be able to make fully use of relations.


This is the 'recipient' of sharing (Jeronimus). From the table Persons, I have shared one record: Jeroen. The results:
  • The record Jeroen is available at the sidebar as a standalone object, not as part of a database table
  • Within the Boards database table, Jeroen is not included anywhere in the column People
BTW, the object Create new main script is another example of this limitation: It's a task that is shared, but the relation doesn't function as not the complete table tasks has been shared
Now the whole database table Persons have been shared. Results:
  • The record Jeroen is not available anymore as a loose record in the sidebar
  • The whole database table Persons is now available in the sidebar
  • The relation Person in Boards is populated.

Case: Share some stuff with a collegue - 2022.12.08

Summary: This works as intended and actually even a bit better: You can easily see if an object has been shared.


  • In one project, I created two tasks. One that is shared and one that isn't
  • The other person (a dummy account called Jeronimus) should only see his one shared task, and preferably the project record

Share one task

  • I went to that one task-to-be-shared » Shared (top-right) » Share through email address. Default was full rights - I didn't change that
  • In the Notion account for Jeronimus, under Workspaces, the workspace to which this task belongs, appeared
  • Jeronimus only sees this one object and can edit it. Edits appear in the owner's account.
  • Good news: You can see that an object is shared because of icons on the top-right that indicate the accounts that have access to it.
At the very top, you can see that an object is shared - need!

Share project record - Everything got shared?

  • Same procedure as above. However, I can't find it back in Jeronimus' Notion
  • Unfortunately, what I can find back: The whole workspace, available to anyone on the Internet (I can see it in a Chrome Guest session). Now I understand why Notion 'opened the session externally' (or something like that). Seemed that the option Share to web was (accidentially?) enabled. I disabled it, and now I can't reach it anymore in a Guest session

Share project record - Works!

Appearantly, I did something wrong above. I tried again, and it seemed to just work:

Invited user Jeronimus got notified by email that a page was shared with him
This is what Jeronimus sees as part of this workspace. Note that also here, you can see only one workspace at a time, so it might be awkward to copy (or link) stuff from here into your own 'private' workspace - But 'operationally collaborating' would probably be easy
Note how fine-grained control is: Jeronimus can't even see Category or the names of people, associated with this task
There are now three persons associated with this task. Two 'person records' have been shared with Jeronimus and indeed: Jeronimus sees two names - not the third one. Jeronimus can even click-through to the records of Jeroen. There is a link to the shared record, but that's not visible here - Probably stretching stuff too far

See also