Article Contents
- Introduction
- Assigned To and Shared With
- What Shared With Does
- Who Already Has Access
- How Privileges Affect Shared With
- Adding or Removing People
- Examples
Introduction
Use Share to-do status updates with when someone needs visibility of a To-do but is not responsible for completing it. When shared people also need to collaborate on the To-do, an authorised editor can additionally allow them to edit it.
People included in Shared With can follow the work and receive status updates without becoming another assignee. Editing remains off unless Allow shared people to edit to-do is explicitly enabled.
For a general introduction to creating and managing To-dos, see Creating and Managing To-dos.
Assigned To and Shared With
These fields serve different purposes:
- Assigned to person identifies the person responsible for completing the work.
- Shared With identifies other people who need to see the To-do or follow its progress.
A To-do has one assigned person. Adding people to Shared With does not divide or transfer responsibility.
The assigned person cannot also be included in Shared With because they already have direct access and receive the relevant assignment and status notifications.
What Shared With Does
Adding someone to Shared With:
- gives them permission to view the To-do, including its details and history
- allows them to find it on the main To-dos page, subject to the filters they are using
- includes them in relevant email notifications when the To-do is assigned or its status changes
- allows them to move the To-do on the Kanban board, including changing its status or position
Shared With does not:
- assign the To-do to that person
- give them permission to edit its details and add notes unless Allow shared people to edit to-do is enabled
- add them to a project team
- give them access to the wider project or incident
- automatically place the To-do on their home page
- notify them about every change, note or date adjustment
Adding someone to Shared With does not send a separate “you have been added” email. They will receive subsequent applicable assignment or status notifications.
Allowing Shared People to Edit
When at least one person is selected in Shared With, the Allow shared people to edit to-do option appears. Turn it on when everyone currently included in Shared With should also be able to edit the To-do’s details and add notes.
This setting applies to all shared people on the To-do. It does not create additional assignees, change who is responsible for the work, alter notification behaviour, or grant access to the wider project or incident.
Shared editing remains subject to the normal To-do restrictions. If everyone is removed from Shared With, the editing option is automatically turned off.
Who Already Has Access
The To-do creator and assigned person already have direct access to the To-do.
The creator does not need to be included in Shared With merely to view or edit it. However, the creator can be added if they want to remain included in Shared With status notifications—for example, where another person is responsible for the work and other authorised users may update its status.
For project-linked To-dos, project team members can already view the To-do. Project team membership alone does not grant permission to edit its details.
How Privileges Affect Shared With
Shared With gives someone direct access to view a specific To-do. They can also edit it when Allow shared people to edit to-do is enabled.
If someone can already view the To-do because of their project access or privileges, adding them to Shared With mainly ensures they receive applicable status notifications.
For project-linked To-dos:
- Project team members can view the To-do, but team membership alone does not allow them to edit it.
- People with View full details across all projects can view the To-do but cannot edit it through that privilege.
- People with Edit all projects can view and edit the To-do.
- Global Administrators can view and edit the To-do.
A standalone To-do is one that is not linked to a project or incident. Project access, View full details across all projects, Edit all projects and Global Administrator access do not automatically provide access to standalone To-dos. Someone must be the creator, assigned person or included in Shared With to view one.
For To-dos linked to an incident, adding someone to Shared With allows them to view that particular To-do. If shared editing is enabled, they can also edit that To-do subject to the normal incident restrictions. This does not give them access to the wider incident.
Learn more about user privileges
Adding or Removing People
Anyone who can edit a To-do can manage its Shared With list.
To add someone:
Open the To-do.
Find Share to-do status updates with.
Search for and select the person.
Add any other people who should follow the To-do.
If everyone in Shared With should also be able to edit the To-do, select Allow shared people to edit to-do.
Select Save.
You can add yourself when you are otherwise permitted to edit the To-do.
To stop sharing, remove the person from the field and save the To-do again. Any viewing, notification or editing access they received solely through Shared With will then end. If all shared people are removed, shared editing is automatically turned off.
Changes to the Shared With list are recorded in the To-do history.
Changes to whether shared people may edit are also recorded in the To-do history.
Examples
Keep a manager informed
Assign the To-do to the person completing the work and add their manager to Shared With. The manager can follow its progress without becoming responsible for it.
Leave Allow shared people to edit to-do turned off when the manager only needs visibility and applicable status notifications.
Share a standalone follow-up
A standalone To-do is normally limited to its creator and assigned person. Add another person to Shared With when they need to see the details without being assigned the work.
Collaborate on a shared To-do
Add the people contributing to the To-do under Shared With, then enable Allow shared people to edit to-do. They can update the To-do together while one person remains responsible as the assignee.
Keep a project stakeholder updated
Project team members can already view project-linked To-dos. Add someone to Shared With when they should also receive applicable status notifications.
Give an incident stakeholder visibility
Add someone to Shared With when they need to view a specific incident action but do not need broader incident permissions. Leave Allow shared people to edit to-do turned off when they only need visibility and applicable status notifications.