Configure global Shared Space settings

As an admin, you can configure global settings to manage external access and collaboration in all Shared Spaces. These settings provide greater control over what external participants can do, such as downloading/uploading files or inviting others to a Shared Space, and also allow you to control commenting for all participants. This gives you centralized control over communication and content-sharing policies for all Shared Spaces in your organization.

See how it looks

Key features

• Control whether external participants are permitted to download files, upload content, or invite others to a Shared Space.
• Disable commenting globally, or allow sellers to control commenting in their individual Shared Spaces.
• Give sellers control over specific settings in their Shared Spaces when you enable them globally.
• Enforce universal communication and content-sharing policies by disabling features at the admin level.

You need this to succeed

The quick way

1. Navigate to Admin Settings.
2. Click Shared Spaces in the menu and select Shared Spaces Settings.
3. Enable or disable the available features

Do this step by step

When you enable a feature in Shared Spaces Settings, sellers can then choose to disable that feature for their individual Shared Spaces. If you disable a feature, the option will be removed entirely from the settings of individual Shared Spaces.

1. Click the gear icon to open Settings in the Admin App.
2. Click Shared Spaces in the left side menu to expand the section, and select Shared Spaces Settings.
3. In the Feature Availability section, configure the options to fit your organization's needs:

   • Content downloads: Enable this toggle to allow sellers to decide if external participants can download files in their Shared Spaces. When this is disabled, the download option is removed for all external participants across all Shared Spaces.

     Note: This doesn’t override the Can be downloaded externally permissions that admins can set on individual files in the Files library.

   • Invites: Enable this toggle to allow sellers to decide if external participants can invite others to their Shared Spaces. When this is disabled, external participants can’t invite others to any Shared Space.
   • External uploads: Enable this toggle to allow sellers to decide if external participants can upload their own files into a Shared Space. When this is disabled, the upload option is removed for all external participants across all Shared Spaces.
   • Comments: Enable this toggle to allow sellers to decide if participants can leave comments in their Shared Spaces. When this is disabled, the commenting feature and all existing comments will be hidden from all Shared Spaces. If commenting is re-enabled later, any previous comments will reappear.
   • SearchAI: Enable this toggle to allow sellers to decide if all participants can use a search field to ask questions and get AI-powered answers based solely on files in the Shared Space. When this is disabled, the Shared Space search feature is unavailable. SearchAI is available on the eOS Advanced and eOS Expert plans.

   • Participant notifications: Click to display the default email notification settings for all new Shared Spaces. Use this section to establish global defaults. These preferences are split between internal participants and external participants:

     • Participant visit summary: Check Internal participants to send sellers a summary of a participant's actions during a visit.
     • New joiner updates: Check Internal participants (to notify sellers) and/or External participants (to notify buyers) whenever a new participant joins the Shared Space.
     • New content updates: Check External participants to notify buyers when new content is added.
     • Comments: Check Internal participants and/or External participants to enable comment notifications. For either group, choose to limit notifications to @mentions & active threads or receive All comments.

     Click Save to apply your changes.

     

     Note: These defaults automatically apply to all new Shared Spaces, but sellers can still manually override them later for individual Shared Spaces.

4. In the External Login section, choose how external participants can sign in to Shared Spaces.
   • Enforce 1-click login: Enable this toggle to require external participants to verify their identity via the 1-click login sent to their email address before accessing any Shared Space. When enabled, external participants will no longer be able to set and use a password to access their Shared Space(s). This setting is disabled by default, allowing external participants to use either a password or the 1-click login link.