Give an existing flowmo account Editor, Commenter, or Viewer access to every project in a non-personal organization, team, or folder, understand what will be shared later, and avoid exposing the personal workspace by mistake.
Where: Dashboard → workspace sidebar → organization, team, or folder settings → Share with people
Before you start
- The owner account for the organization, team, or folder.
- An existing flowmo account for the recipient; invitation-by-email does not create an account.
- A non-personal organization when organization-wide sharing is required.
Key ideas
- The container defines the boundary: An organization, team, or folder grant is evaluated against the live workspace hierarchy. It includes every project currently in that scope and projects created or moved there later; it is not a one-time copy of today’s project list.
- Three roles separate editing from review: Editor can change authored work. Commenter can read and participate in comment/review threads without editing the project. Viewer can inspect but cannot create comments. Container deletion and member management remain owner-only.
- Organization sharing reaches the dashboard: The recipient receives both the secure membership record and a shared organization row, so the organization appears in their workspace switcher and its projects load through the same dashboard rather than through a detached link.
- The personal organization is deliberately blocked: The personal organization is the default home for everything an account has created and will create. Sharing it would expose all of that work indefinitely, so flowmo refuses the grant and directs the owner to create a separate organization.
- Personal teams and folders warn before broad access: Older personal team/folder sharing remains available for compatibility, but the dialog explains that the person receives every current and future default project until access is removed.
Steps
- Open the dashboard and select the organization, team, or folder whose complete project scope should be shared.
- If the target is the personal organization, create another organization and move only the intended projects into it; the personal organization itself cannot be shared.
- Open the container settings and read the scope message before adding anyone.
- Enter the exact email address of the person’s existing flowmo account. The dialog rejects unknown accounts and sharing with yourself.
- Choose Editor for authored changes, Commenter for review discussion without editing, or Viewer for read-only inspection, then add the person.
- Confirm the person appears under People with access and ask them to switch to the shared organization/team/folder in their dashboard.
- Change the role in the same member row when responsibilities change, or remove the person to revoke that container grant.
- Use the project Share dialog instead whenever the person should receive only one project rather than the full live container.
Scope chooser
- Project Share — one specific project.
- Folder — every project in that folder, including later additions.
- Team — every project associated with that team.
- Organization — every project associated with that non-personal organization.
- Personal organization — cannot be shared as a whole.
- Personal team/folder — allowed with an explicit current-and-future-project warning.
Role capabilities
- Editor — read, comment, and change authored project/flow content.
- Commenter — read and create/reply/resolve review comments; no authored-document writes.
- Viewer — read-only; can inspect existing comments but cannot create/reply.
- Owner — manages people, roles, container settings, and destructive owner-only actions.
What happens on share
- The access record is written first.
- A shared container row is added to the recipient’s dashboard tree.
- The recipient sees the organization/team/folder in the sidebar.
- The member’s role applies to projects in that scope.
- Changing a role overwrites the same membership in place.
- Removing access deletes both the membership and dashboard row.
Why the personal boundary matters
A personal organization/team/folder is created with the account and receives new projects by default. Container access is checked live, so sharing one is a continuing grant to future projects—not a frozen list. The safest client/team workflow is a separate named organization or narrower container containing only deliberate shared work.
Tips
- Prefer Commenter for clients or stakeholders who need an active review loop without edit access.
- Prefer Viewer for audit, approval, or reference-only access.
- Name shared containers after the client, company, campaign, or outcome so the scope is obvious before someone is added.
- Re-check members after moving a project because its effective organization/team/folder scope can change.
- Remove access immediately when a contract or review window ends.
Limitations and important notes
- Organization availability, seats, and some workspace controls depend on the plan and account role.
- Only the owner can manage access from a shared-in container.
- The recipient must already have a flowmo account under the entered email.
- Sharing does not make the container public; it creates named account membership.
- A project previously copied or exported by a collaborator cannot be recalled by removing access.
Troubleshooting
The dialog says the user was not found
Confirm the exact email on the person’s existing flowmo account. Ask them to create/sign in to that account first, then retry.
The organization has no sharing controls
It is probably the personal organization. Create a separate organization, move the intended projects into it, and share that container instead.
The recipient cannot find the shared organization
Ask them to refresh the dashboard and open the organization switcher while signed in to the exact account you added. If the member row is missing, add them again and wait for the operation to confirm.
A Commenter cannot edit the project
That is expected. Commenter is a review role. Change the role to Editor only when authored changes are required.
A Viewer cannot leave a comment
Viewer is read-only. Change the role to Commenter for review participation without edit access.
Removing a member did not seem to revoke access
Wait for Access removed, refresh both dashboards, and verify the membership row has disappeared. Until the write confirms, treat the prior grant as active.
FAQ
Does organization sharing include future projects?
Yes. Access is evaluated against the live organization id on each project, so projects created or moved into that organization later are included.
Can I share my personal organization?
No. It is intentionally blocked because it contains all default current and future work. Create a separate organization and move only what should be shared.
Is Commenter the same as Viewer?
No. Both are prevented from editing authored project content, but Commenter can create and participate in review threads while Viewer is read-only.
Should I share a folder or a project?
Share the folder when the person should receive every project in that folder now and later. Share the project when the grant should stay limited to one project.