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Teams, Assignment & Sharing

Teams, assignment, and visibility controls let you decide who in your firm can see and edit each request and its files. Instead of every member seeing everything, you can organize people into teams, assign requests to specific users or teams, and set visibility rules. This page is for Owners and Admins who set up teams, and for anyone who assigns or shares requests.

Availability and setup

Teams and visibility controls are available on Professional and Enterprise plans.

To enable them:

  1. Go to Organization Settings → Features.
  2. Enable Teams and Resource Visibility.

Checkpoint

A Teams tab appears in Organization Settings, and the request composer shows an Assignment & Visibility section.

Teams

Teams are groups of members within your organization — departments, practice groups, or project teams.

  • A member can belong to multiple teams (for example, "Tax" and "Project Alpha").
  • Each team has a name, an optional description, and a color for quick identification.
  • Team members have a team role: Lead or Member.
  • Every organization starts with a General team. It is the default team and cannot be deleted (it shows a "Default" tag).

Creating a team

  1. Go to Organization Settings → Teams.
  2. Click Create Team.
  3. Enter a name, an optional description, and pick a color.
  4. Click Create.

Adding members to a team

  1. In the Teams tab, click the members icon (people icon) on a team row.
  2. Select a member from the dropdown and choose their team role — Lead or Member.
  3. Click Add.
  4. Repeat for everyone who belongs on the team.

Use Lead to mark who coordinates the team. Removing someone from a team immediately removes their access to requests scoped to that team.

Assigning requests

Assign a request to a user or a team from the request composer:

  1. When creating or editing a request, scroll to the Assignment & Visibility section.
  2. Use the Assign to dropdown to pick a user or a team. The dropdown lists both, with a search filter — users show their name and email, teams show their name and member count.
  3. Set the Visibility level (see below).
  4. Save the request.

Assignment determines:

  • Who is responsible for the request.
  • Who has access when visibility is "Team only" or "Private".
  • Who appears as the assignee on Kanban cards and in request lists.

A request can be assigned to one user and/or one team. If neither is set, the request is unassigned.

Visibility levels

Every request has a visibility setting that controls who can see it:

Visibility Who can see Who can edit When to use
Everyone in organization All members All members with write permission Default. Open collaboration.
Team only Members of the assigned team, plus Admins and Owners Team members, plus Admins and Owners Work that should stay within a department
Private Only the assignee and creator, plus Admins and Owners Only the assignee and creator, plus Admins and Owners Sensitive or confidential requests
Shared with specific people Only people you explicitly share with, plus Admins and Owners Only people with "Can edit" access, plus Admins and Owners Selective sharing across teams

Admins and Owners always see everything

Owners and Admins have full access to all requests regardless of visibility settings, so administrators can always manage the organization.

"Team only" requires a team to be assigned. Existing requests keep the default "Everyone in organization" visibility until you change them.

Sharing a request

For requests set to "Shared with specific people", use the Share dialog to grant access.

Share with people or teams

  1. Open the request and click Share.
  2. On the People & Teams tab, select a user or team from the dropdown.
  3. Choose the permission level:
    • Can view — the recipient can see the request and its files but cannot make changes.
    • Can edit — the recipient can see and modify the request.
  4. Click Share.

Share links let anyone in your organization open the request without being added one by one:

  1. In the Share dialog, open the Share Link tab.
  2. Choose the permission level (Can view or Can edit) and an expiry: 24 hours, 3 days, 7 days, or 30 days.
  3. Click Generate Link, then copy it and send it to colleagues.

Share links are internal only. When someone opens one, it works only if they are signed in, belong to your organization, and the link hasn't expired. They get the permission level the link was created with.

Revoking access

The Share dialog lists everyone the request is shared with, and any active links with their expiry dates. Click the remove icon next to a person, team, or link to revoke that access.

Files inherit request access

Files attached to a request inherit the request's visibility:

  • Files in a private request are hidden from non-assignees in the File Manager.
  • Files in a team-scoped request are visible only to that team's members.
  • Download links are only generated for users who have access to the parent request.

If you can't see a request, you also can't see its files.

Visibility indicators

Requests with non-default visibility show a chip on their cards in the Kanban board and in list views:

Chip Meaning
Team (people icon, blue) Visible to the assigned team
Private (lock icon, red) Visible to the assignee and creator only
Shared (share icon, purple) Shared with specific people or teams

Permissions and custom roles

Three permissions control these features:

Permission What it allows Default roles
manage_teams Create, edit, and delete teams; manage team membership Admin, Owner
manage_visibility Change the visibility setting of any request Admin, Owner
share Share requests with users, teams, or via links Admin, Owner, Member

On the Enterprise plan, these permissions can be customized per role under Organization Settings → Roles.

Roles and access summary

Role Everyone in org Team only Private Shared Can manage teams Can share
Owner Full access Full access Full access Full access Yes Yes
Admin Full access Full access Full access Full access Yes Yes
Member Read and write If in the team If assignee or creator If shared with No Yes
Guest Read only If in the team If assignee or creator If shared with No No
Client Own requests only — — — No No

FAQ

What happens to existing requests when I enable these features?

All existing requests default to "Everyone in organization" visibility. Nothing changes for your current workflow until you explicitly set visibility on a request.

Can a Guest see team-scoped requests?

Only if the Guest is a member of the assigned team. By default, Guests have read-only access to organization-wide requests.

What happens if I remove someone from a team?

They immediately lose access to requests scoped to that team ("Team only" visibility). They keep access to requests they created or are directly assigned to.

Can I assign a request to multiple teams?

A request can be assigned to one team and/or one user. To grant access to multiple teams, set visibility to "Shared with specific people" and share the request with each team.

Do Admins and Owners bypass visibility?

Yes. Owners and Admins always have full access to all requests, regardless of visibility settings.

How do share links work?

Share links are internal — they only work for signed-in members of your organization. The link must not be expired, and it grants the permission level (view or edit) set when it was created.

Can I audit who has access to a request?

Yes. Team changes, membership changes, assignments, visibility changes, and share grants and revocations are all recorded in the Audit Log (available on Professional and Enterprise plans).

Working with the API

Teams, shares, and request assignment can also be managed programmatically. See the API Overview for endpoints and authentication.