Before sharing a Skybits document, check the audience and the route by which each person receives access. A direct invitation, a shared folder, and a general-access link can all expose the same item, but they behave differently when you later try to remove access.
A common example is a client proposal stored inside a shared project folder. Removing one person from the document may not remove the access they inherit from that folder. The correct place to change the boundary may be the folder's sharing settings.
Match the role to the job
Use Viewer when someone only needs to read. Use Commenter when discussion is needed and the item supports comments. Use Editor for people who need to change the work. Reserve Owner for people who need the associated management authority.
The current Guide distinguishes document owners from editors: editors cannot grant Owner access or change general link access. It also describes item-specific limits, including view-only spreadsheet access for commenters in the first release.
Do not assume that an Editor can only edit. The documented document-sharing model lets authorized editors manage collaborators within their role ceiling. If resharing is important to your workflow, inspect those capabilities as part of the decision to grant editing access.
Choose between one item and an ongoing area
A direct invitation is suitable when access should apply to one proposal or report. A shared folder or tag is useful when a team needs ongoing access to a project area.
That convenience creates a responsibility: shared folders can expose items filed there in the future, including child-folder content. Treat the decision to add a confidential document to a shared folder as a sharing decision.
Before moving an internal forecast into a client area, check whether the client should receive it. A location that looks organizational in the sidebar may also define access.
Use general links with a clear purpose
Where enabled, Skybits link access can allow viewing, commenting, or editing by anyone with the link. This can make distribution easy, but the audience is harder to manage individually than named recipients.
Use a role that matches the intended interaction. A read-only link for a public guide has a different purpose from an editable link to a working budget. Do not rely on the link being obscure as your confidentiality boundary.
If you lower general link access later, review direct grants too. The Guide states that lowering link access does not automatically remove stronger direct access already held by a collaborator.
Check the actual email before sending
Stage the recipients, then inspect their addresses and chosen role. Skybits' people suggestions help find existing collaboration relationships, but a suggestion is not your final audience check.
Review the notification options and any message. A share notification can itself reveal the item's title or context, so keep both appropriate for the recipient.
Verify removal across every route
When a project ends, review:
- The direct collaborator list and pending invitations.
- Shared folders or tags that include the item.
- General link access.
- Relevant linked or embedded items.
- Agent connections that can act through the account.
The current Guide describes live collaboration updates when access changes. Still, check the resulting settings rather than assuming the first removal action covered everything.
Removing access limits future access. It cannot retract an exported file, downloaded image, screenshot, or text already copied elsewhere. Share the minimum necessary material from the beginning.
Next step: Open Share on one active client item and trace each person's access source. If a row is inherited, manage it at the folder or tag that grants it. For exact controls, use the Skybits Help.