Track, manage, and take bulk actions on Shared Spaces

The quick way on the Windows Desktop App

1. Navigate to the Shares tab, select Shared Spaces, and toggle on table view.
2. Search and filter your Shared Spaces
3. Customize columns to display relevant details.
4. Manage Shared Spaces in bulk to transfer, archive, or activate multiple spaces at once.
5. Use the individual action menu to access quick, single Shared Space settings and insights.

Do this step by step

View your Shared Spaces in table view

The table view lists every Shared Space you own or participate in, providing a management dashboard for all of your Shared Spaces.

1. Click the Shares tab in the top navigation menu and select Shared Spaces.
2. Click the view icon to switch between card view and table view.

Search and filter your Shared Spaces

Quickly find and organize your Shared Spaces by searching, sorting, and filtering the dashboard.

1. To search for a Shared Space by name, enter a term in the search field and press Enter. The dashboard updates as you type.
2. To sort the search results in ascending or descending order, click the column headers: Name, Status, Added, and Last activity. A third click will return you to the most relevant search result.
3. To filter, click a filter, such as Owned by or Status, and select your criteria. The list will update automatically. Keep adding filter properties as needed.
4. To reveal and arrange filters, click View filters and select the filters you want to use. You can also rearrange the filter order by clicking the dots to the left of each filter name, then dragging and dropping them into the desired order. Then, click Save.
5. To open a Shared Space, click the row.

These are the filters you can use:

• Owned by: Select Owned by me to see only Shared Spaces you own, Shared with me to see only Shared Spaces where you're a participant, or Show all to see both.
• Status: Choose between All, Active, or Archived Shared Spaces.
• Last activity: Select a timeframe for recent Shared Space activity.

Customize the dashboard view

Tailor your dashboard to display only the metrics and information that matter most to your sales workflows.

1. Click the column visibility icon at the top right of the table.
2. Select the columns you want to add to the view, or unselect the ones you'd like to hide. You can also reorder columns by dragging and dropping them.
3. Click Save.
4. Scroll right to view all displayed columns.

Tip: To resize the column widths, hover between the headers. Then, click and drag the column adjust icon to your desired size.

Refer to this table for descriptions of each available column:

Manage your Shared Spaces in bulk

You can manage multiple Shared Spaces at once in table view.

1. Check the boxes on the left side of the rows for the Shared Spaces you want to manage.
2. Select an option from the bulk action bar that appears at the top of the table:

• Transfer ownership: Transfer ownership of Shared Spaces you own to another active Showpad user. Choose a new owner from the dropdown, add an optional personal note, and click Transfer ownership.
• Archive: Revoke buyer access to the selected active Shared Spaces while preserving history and metrics. Click Archive on the confirmation pop-up.
• Activate: Re-activate archived Shared Spaces to restore access to external participants. Click Activate on the confirmation pop-up.
• Delete permanently: Permanently remove your archived Shared Spaces and their data. This action is irreversible and can only be performed on Shared Spaces you own. Click Delete permanently on the confirmation pop-up.

Note: Available actions for Shared Spaces depend on your role (Owner vs. Participant) and the current status of the Shared Space (Active vs. Archived). When you select multiple Shared Spaces and apply an action, the confirmation pop-up will only include the Shared Spaces eligible for that specific action.

Access Shared Space settings and insights

Click the three dot menu on the right side of any Shared Space row to open the action menu. This provides quick access to individual management options:

• Engagement Insights: Open the detailed activity history and buyer metrics for this space. Learn more about engagement insights.
• Transfer ownership: Hand over responsibility of this Shared Space to another active user. Learn how to transfer individual ownership.
• Duplicate: Create a copy of the Shared Space's layout, structure, and internal content to repurpose for a new customer. Learn more about duplicating Shared Spaces.
• Settings: Configure default invitation permissions, notifications, themes, and content download rules. Learn how to customize your Shared Space settings.
• Archive: Close individual Shared Spaces that are no longer in active use to revoke buyer access while preserving historical engagement data. Learn more about archiving and deleting.