Starting from version 1.52.0, Heptabase introduced real-time collaboration features. This article provides a concise overview of how to use these features, key points to keep in mind, and answers to common questions.
How does collaboration works in Heptabase?
In Heptabase, each user has their own Space, where all of your data is stored. This Space contains various whiteboards, cards, and tags, all of which are visible only to you.
The Collaboration feature allows you to grant certain collaborator access to any shared whiteboard (and its contents). (They still cannot view any of your content that you haven’t shared.)
When you invite someone to collaborate on a whiteboard, they become a collaborator in your Space. They can switch between their own space and your space from the menu in the top-left corner. When they enter your space, they can see the whiteboards they have permission to access, as well as the cards in those whiteboards.
How do I invite others to collaborate, and who can I invite?
Click Share in the top-right corner of your whiteboard, enter the email address of the person you want to invite, select it from the pop-up to confirm, and then click Invite. We’ll send an invitation to the specified email address, and the recipient can immediately access your shared whiteboard as a collaborator.
Please note that anyone you invite can collaborate on your whiteboard, whether or not they have a Heptabase subscription. If they don’t subscribe, they become a Free Plan user, and the only whiteboard they can access is the one they’ve been invited to.
What can collaborators do within my shared whiteboard?
In your shared whiteboard, collaborators can create and edit content just as you would in your own. However, there are a few important points to note:
No Card Imports Yet: Currently, collaborators cannot import cards from their own Spaces into your shared whiteboard.
Card Ownership: Any cards created by collaborators in your shared whiteboard belong to your Space. You are the card owner, while collaborators are the card creators.
Full Access Only: At present, we only offer full-access permissions, meaning any collaborator can delete content in your shared whiteboard or invite additional collaborators. If this is a concern, please choose your collaborators carefully or wait for future permission levels to become available.
Permission control
Currently, all collaborators have full-access permissions, allowing them to edit or delete any content in your shared whiteboard and invite others to collaborate. If you need to remove a collaborator’s access, you can do so in the Share panel.
Common questions
Why is there a small box icon and a number next to my Share button?
Why is there a small box icon and a number next to my Share button?
When a collaborator removes a card from your shared whiteboard or deletes it from your shared card library, you will see this icon.
This indicates that collaborators can still add or restore those cards to your whiteboard from the shared card library or trash can. If you want to stop sharing them, click the box icon and then select Remove access for the card.
Why can’t my collaborators see my embedded cards?
Why can’t my collaborators see my embedded cards?
At present, any embedded card in a shared whiteboard remains inaccessible unless it’s explicitly placed on the whiteboard.
If your collaborators can’t see these cards, simply add them to the whiteboard so they become visible to everyone.