Add → Cookie → Trail → Here
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Quick links
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<aside> <img src="/icons/book-closed_gray.svg" alt="/icons/book-closed_gray.svg" width="40px" /> What’s on this page
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There are two different ways to use your Notion Setup. For teams that have trust and want to avoid silos, the best way to share is by granting “Can edit” access to the main page. More can be found on this in Adding new staff to Notion. The other way to share access is to use Notion’s page-level sharing capabilities. This is available on Business plans or higher. This works by granting access to individual pages based on that logged-in user being included in People properties in that page. This Notion Setup has been built with a comprehensive set of automations that manage this in the background. But newly downloaded templates don’t automatically turn on these sharing settings.
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Decide if you’re going to share everything and follow the instructions in Adding new staff to Notion or if you’re going to rely on page-level sharing as per below.
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Notion automatically shares child-pages based on the sharing settings of the parent page. This includes all of the pages in any databases that live in the child pages. And this includes children of children all the way down. This chain can be intentionally broken by changing the sharing settings on a child page or database.
When you share all of the databases in this Notion Setup by sharing that top level page as “Can edit”, then each database is shared as “Can edit”. This means that the user can do things like change or delete properties, edit formulas, change or delete options, and so on. If you want to protect a database from a user making these sorts of changes, you can share that individual database with that user as “Can edit content”. For more on database sharing settings see Notion’s help: https://www.notion.com/help/sharing-and-permissions
For page level sharing to work, you’ll need to set it in every database that requires it. If it is for staff, then that will be every database. If it is just for the integrated Client Portal , then you only need to do this for:
There are a lot of automations built into the many databases and they share pages in other databases as “Can view” and “Can edit” based on a variety of rules. They can be edited to meet your needs. To see a full listing of these automations and a report on what that means, have a look at the page “Access control reference” that lives in the main databases page.
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You can set every available Person property to “Can edit” except for the “Can view” property which should be set as “Can view”.
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