Share a library or list (per-resource access)

Document folders and lists normally follow your role: anyone who can open the workspace can open the folder. Per-resource sharing lets you lock a single library or list down to specific people and teams instead, and the same control works the same way in two places:

• inside any project’s Workspace (the Workspace tab on a project), and
• inside the organization Workspace at /workspace.

It applies to both document libraries and lists (tables).

Note

Available on every plan. Nothing changes until someone restricts a resource, unrestricted libraries and lists keep following your project or organization roles as before.

Restrict a library or list

1. Open the library or list and select Manage access from the … (more actions) menu in its header. You will see it if you are the resource’s creator, an organization Owner / Admin / Portfolio Manager, or (for a project resource) the project’s Owner or Manager.

2. Turn on Restrict access. The resource now follows explicit grants only. A small Restricted badge appears next to its name so everyone can see at a glance that access is limited.

3. Under Share with, choose a Person or a Team, pick an access level, and select Add.

4. Change a grantee’s level inline at any time, or remove them.

Access levels

Level	What it allows
Can view	Open the library or list and read its contents. A view grantee cannot edit, upload, create, share externally, or open the Office editor in edit mode.
Can contribute	View, plus add and edit documents, rows, and metadata, create files, and share documents externally.
Can manage	Contribute, plus manage sharing (restrict, add and remove grants) for this resource.

Sharing with someone outside the project

A restricted project resource can only be shared with members of that project. To share with someone who is not on the project yet:

1. Add them to the project first, an outside collaborator can be added as a guest (the project-only Guest role).

2. Then grant them access to the library or list from Manage access.

This keeps project content inside the project’s membership. Organization Workspace resources have no project boundary, so you can share them with any person or team in the organization.

Who can always get in

Restricting a resource never locks out the people responsible for it. Organization Owners and Admins, and the resource’s creator, always keep full access. On a project resource, the project’s Owner and Manager keep access too. If you restrict a resource you would otherwise lose manage rights to, Onplana automatically grants you Can manage so you do not lock yourself out.

External share links honor restrictions

If you share a document externally with an email-gated link, that link respects per-resource sharing:

• You need Can contribute (or higher) on the library to create a share link.
• Restricting a library, or removing the link creator’s access, revokes the library’s active external links so they stop working.

Caution

Restricting a resource is enforced everywhere, not just in the UI. A person who is not a grantee cannot open, read, or change a restricted library or list through the app or the API, and the Office editor opens read-only for a view grantee.