Docs access & sharing

Docs access is built from workspace roles, the permissions each role carries, and per-space team restrictions. Sharing and locking happen at the document level.

Permissions

Every action in Docs requires one of five permissions:

Permission	What it allows
Read	Browsing spaces, collections, and documents; reading content, comments, versions, and links; search
Edit	Creating and editing docs, spaces, collections, comments, and versions; internal publish; share and lock toggles
Publish	Publishing to and unpublishing from the public help center, and changing article slugs
Admin	Deleting spaces, help center settings, redirects, and publishing translations
Import	Running content imports (Help Scout, Nextra)

The role matrix:

• Viewer — read only.

• Member — read + edit + internal publish.

• Admin — everything in Docs (admin, import, publish).

• Owner — same as admin.

Space-level visibility

• A workspace-wide space is readable by everyone who can see Docs.

• A team-only space is restricted to its selected teams — members outside those teams don't see the space, its documents, or its search results.

• Space teams are managed in the space settings; combining team-only spaces with external-capable publishing requires care (the help center renders only what's published, but keep sensitive spaces internal).

Sharing

• Share toggle on a document generates a public share link that shows a read-only version of the doc to anyone with the link — no account required.

• Toggle share off to revoke; the link stops working immediately.

• Shared docs look the same as in Docs, but internal-only embeds (saved views, entity embeds) are left out.

Locking

• Lock a document to freeze edits while keeping it readable — useful during audits or legal review.

• Locked docs show a lock indicator; unlocking returns them to normal editing. Anyone who can edit the doc (members and above) can lock or unlock it.

Deletion and restore

Deleting spaces, collections, and documents is recoverable: before you delete, a preview shows what will be removed, and deleted items can be restored within the retention window.