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Quick links

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About security and sharing

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 up automations that manage this in the background. But newly downloaded templates don’t automatically turn on these sharing settings.

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.

Database sharing settings

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

Setting up to use page-level sharing

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:

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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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  1. Find the page that contains all of your databases. Go to the breadcrumb trail at the top of your page and click on the … ellipsis. Then click on the page that is named something like “No access - Keep out - all visitors are tracked”.

  2. CTRL + Click on each database that you want to share to open it in a new tab.

  3. In each database, click on “Share” in the top-right

  4. Click on “Add a new rule”, Select the person property, set the access type, then click “Create rule”.

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    Enabling staff to create new rows/pages in databases

    Even though a staff member has “Can edit” access granted at the page level, this does not enable them to create new rows/pages in that database. To enable this, the database must be shared as “No access”. When this option is selected, a toggle appears “Can only create” that you then turn on. Note that this needs to be done for each staff member. Multiple email addresses can be added to the sharing setting at once, so this can be done in batches or all staff at once.

    To keep track of this, staff member pages in the People database have a page in them called “Databases that have been shared as “Can only create””. To use this add all of the staff in the batch under that heading. This only needs to be done on one staff member page. If you want, you can ask the AI to leave a link to this page on each of the other staff member’s pages. Then as each database is shared, tick off their checkbox.

    Sharing as “Can only create”

    Sharing their dashboards