External sharing (Clients & Partners)
import { Aside } from ‘@astrojs/starlight/components’;
Share work outside your team — with a client, supplier, partner, or investor — without adding them as workspace members. They see only what you share, on a branded page, and you can see when they open it.
How it works
Section titled “How it works”- Create a client. Home → Admin → Sharing → Add client or partner (guided modal: name, relationship, what happens next).
- Invite their people. Add emails — they get an invite and log in like any ShareOut user. They stay external (never on your member list, never billed).
- Share a folder or file. Pick a folder and a level — View, Comment, Can create, or Can edit. A folder shares everything inside it — pages and files. From Assets you can also Share with a person on a single file (email + view/comment, no client org required).
- They open
/shared. Each external person has a “shared with you” page showing only what you gave them — pages and downloadable files — branded by their client org when grouped under a client. First-time visitors see a short orientation card. Shared files with comment access include an inline comments thread on the portal card; shared pages open in the normal viewer.
Access levels
Section titled “Access levels”| Level | They can… |
|---|---|
| View | Open and read the shared artifacts. |
| Comment | View + leave comments. |
| Can create | Author new pages inside the shared folder (kept private to that folder). |
| Can edit | Edit the shared artifacts. |
A higher level includes the ones below it. You can share a whole folder with a client, a single artifact, or a single file from Assets.
Share with one person (no client org)
Section titled “Share with one person (no client org)”POST /v1/workspaces/{id}/share-person invites one outside email and grants view or comment on a file or folder. Teams/Enterprise + admin required. The person appears on /shared without creating a client org. Returns 409 ALREADY_MEMBER if the email is already an internal workspace member.
Read receipts
Section titled “Read receipts”Every time a client opens something you shared, it’s logged. In the client’s view you’ll see recent activity — “someone at Acme opened the Q3 deck.” A clear signal for renewals and follow-ups.
API access for clients
Section titled “API access for clients”If a client needs to pull their data programmatically, mint them an API token from their member row. The token only reaches what you granted them — never the rest of your workspace — and it’s read-oriented (it can’t publish). Copy it once; it’s not shown again.
Notes about a client (your assistant remembers)
Section titled “Notes about a client (your assistant remembers)”Each client has a Notes section — private to your team, never shared with the client. Jot down what you know: how they like to work, what they’ve asked for, what’s next.
Your workspace assistant reads these notes automatically when it’s helping with that client, and can update them itself as it learns more — so the account memory stays current without you maintaining it by hand. Admins edit by hand; everyone on the team can read.
Find it in Admin → Sharing → [client] → Notes about this client.
Billing
Section titled “Billing”External people are $0 and uncapped. Your bill counts only internal members; the billing page shows external members on a separate “included” line. If your plan lapses, clients keep reading what you already shared — only creating new shares pauses until you’re back on Teams.