Sharing and access
Share a document by its link or with people by their email, choose whether they can edit, comment or only view, and see what each role can do.
Every document has a link, and a shared document has people: its owner, and everyone who joined through the link or was added by email. The owner decides, in the Access… sheet, whether the link lets anyone in and what people can do once they are there.
Sharing goes through the server, so it needs you signed in (Offline and sync). Signed out, the Access sheet says Sign in to share documents. Signed out, a document stays on this device.
Copy a document’s link
Section titled “Copy a document’s link”- In the library, open a card’s three-dot Document menu and choose Copy link. A notice says Link copied.
- In an open document, open the three-dot Document menu in the header and choose Copy link.
- In the Access sheet, press Copy link at the bottom. The button changes to Link copied.
On the web the link is the document’s address: https://entz.app/doc/ followed by the document’s id. On a phone it is an entz:// link, which opens in the Entz app. Anyone can paste either kind into New… > Open by id… in their library (The library).
A link opens a document only once the document is on the server. A document you made while signed out goes up the first time you open it signed in, so open it once before you send its link.
Who the link lets in
Section titled “Who the link lets in”Choose Access… from a card’s menu or from the open document’s menu. The first card of the sheet is the link:
- Anyone with the link is a switch. On, anyone who opens the link joins the document. Off, the line under it says Only the people below, and the link opens the document for them alone.
- While the switch is on, Edit, Comment and View choose what people who join through the link can do. The line under the switch says They can edit, They can comment or They can view.
A new document starts with its link on and set to Edit: anyone who has the link can open the document and change it. Set the link to Comment or View, or turn it off, before you send it to anyone you do not want editing.
Only the owner changes these settings, and only while online; everyone else sees them as they are. A change applies to people who join from then on. People already in keep the role they joined with.
| Role | The sheet says | What they can do |
|---|---|---|
| Owner | Owner | Everything a writer can, and set the link, add people, change their roles and remove them, delete anyone’s comment, and delete the document for everyone. |
| Writer | Can edit | Edit the document, add tabs, and comment. |
| Commenter | Can comment | Read the document, start threads, reply, resolve and reopen them, and edit or delete their own comments. |
| Reader | Can view | Read the document and its comments, and see and follow who is there. |
The person who made a document is its owner. A commenter or a reader cannot type in the document: the status bar says Comment only or View only beside the connection dot (Comments, Presence and following). Anyone who can open a document can still export it, or make a copy of their own with Make a copy (Import and export).
Opening a link someone sent you
Section titled “Opening a link someone sent you”- Signed in, the document opens and you join it with the role its link gives. It stays in your library from then on.
- Signed out, Entz adds the document to your library and goes back to it with Sign in to open this document. Once you sign in, its card opens it.
- When the link is off and you are not one of the document’s people, Entz goes back to the library with You do not have access to that document.
People
Section titled “People”Under People, the Access sheet lists everyone who has the document, each with their role. Every member sees the list; the owner also sees each person’s email.
To add someone, the owner:
- Types the email the person signs in to Entz with into Add people by email.
- Presses Add. The person joins with Can edit.
- To give them another role, opens the menu that shows their role beside their name and chooses Can edit, Can comment or Can view. Remove in the same menu takes them off the document.
The person must have signed in to Entz at least once with that email: otherwise the sheet says No one has signed in as followed by the address. Entz sends no email or notification. The document appears in their library (on a phone, the next time Entz connects), so tell them, or send them the link too.
A document’s tabs share its people and its link: what you change in Access applies to every tab (Tabs).
Deleting a document
Section titled “Deleting a document”Delete, in a card’s menu or the open document’s menu, asks first. What it deletes depends on who you are and whether you are online:
- The owner, online. The document is deleted from this device and from the server, with its tabs and comments, for everyone it was shared with. Anyone who had opened it keeps the copy saved on their own device.
- Anyone else. The document leaves this device and your library. It stays on the server for its owner and the others, and opening its link again brings it back.
- Offline or signed out. Only this device’s copy goes. A document that has synced stays on the server and returns to your library the next time Entz connects. To delete it for everyone, delete it again while online.