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If you invite an external member to a workspace, do they see everything?

If you invite an external member to a workspace, do they see everything in the workspace, or can they be limited (e.g., to specific projects)?

I'm assume from what I've read they can see everything...

Thanks...

Alan Fahrner Answered

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I would also like this question answered. Also, is there a way to limit what external users can see beyond just making them 'light' (i.e. which apps they can see in a workspace, which projects they can see in a workspace).

Gyi Tsakalakis 0 votes
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Yes - all workspace members will have access to all content within the workspace. There is not a way to limit what workspace members can see within the workspace, so if there is some data that you would like to keep private, then you would need to have a separate private workspace for that data.

/Jacquelyn - Podio

Jacquelyn May 0 votes
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Are you guys planning to fix this common issue? I mean, do you plan to improve access restrictions and the way of setting the visibility of apps and items? It's quite uncomfortable to open new workspaces for each project you want to have a client in it. I'm losing the visibility of all projects, tasks etc. for all clients.

Grzegorz Derlukiewicz 0 votes
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Although I'm not sure I would call it a "fix" like you do Grzegorz :-), I do think it would be a very useful enhancement. Jacquelyn, if Podio were to implement I would add a setting to a workspace that says whether the default is to share a given entry with external members, or the default is to just have it be for internal.  (Generally I would set it to the latter...so you have to intentionally include an external one.)

I do realize this isn't a minor request...and a lot more thought would have to go into it since workspaces can contain so many different items...

Thanks for the answer...

Alan Fahrner 0 votes
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Same with posting comments - I use Podio to interact with clients, so it would be nice to be able to place a comment on an item but be able to restrict visibility of it to team members only,

Matthew Zalewski 0 votes
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Agreed - client - external restrictions enhancement would be great. Ie I have certain guys working only on one aspect of the client and I do not wish for them have complete access.

Dean Pluthero 0 votes
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Gustav - I don't think this addresses the issue here... folks still have access to _everything _in an application if they are added to it. Right?

Even if, out of the gate, all we could do is "enable/disable" visibility to particular applications. Having some ability to control permissions would be a fantastic enhancement. 

PhilD 0 votes
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Hey PhilD, 

Guests don't have access to anything but the item(s) that they are invited to. So a guest doesn't see anything else than the individual item or items that they are invited to. All other items and apps in the workspace they have no visibility of. 

/Gustav - Podio

Gustav Jonsson 0 votes
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Consider the following scenario.   You have two streams: managers and staff.

Management collaborate on items only viewable by management until such time as it is ready to release to staff.

Now, if these where 2 separate space, then it is a considerable shlep to export these items for the management space and import that to the staff space.

Ideally it should be one workspace with all as members with the ability to "ring fence" access to management only until permission as open up to the rest of the group.

Hennie de Villiers (henniedev) 2 votes
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so my question about this is when i 'share' an item in an app to an external party...they can still edit that item?

Can you create items that CAN'T be edited?

thnx folks

Nunzio Gambale 0 votes
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to followup my previous comment...i want to be able to share a quote with an external party... and have them only leave comments. I think this is only available to 'light' users? Could there be a 'light' sharing option also?

Nunzio Gambale 0 votes
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Personally I would like to see the ability to share entire apps. For example, I may have a workspace for a client and a bug tracker for a development project. I want my client to have accès to the bug tracker but not the entire workspace. This for the moment is difficult because I would have to share every individual item with the client. It would also be nice to be able to set permission levels say, the client has read-only acces, or edit only, or can create and delete. 

I agree with many people in this thread that permissions could be greatly improve. Than again, I also understand this is a very difficult task. Just look at how far Facebook permission have come in the last few years, and they still have work to do. 

Sébastien Couture 1 vote
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I'm considering subscribing to Podio.  However, I don't find much documentation on "External Members" (versus contacts or "Podio light").  From what I understand, a subscription includes unlimited External Members.  I've tested it on the free Podio, and found that it took quite a bit of time for the external member to get the invite, and then the app didn't react well on the desktop and tablet (but was fine on the iPhone ;-/ …  Can you point me to some documentation on "External Members"?

Linda

Linda Linder 0 votes
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Hey Linda

There shouldn't be any delays when inviting external members. Please let us know via a private support request and we will be happy to assist you from the Podio team. Click "submit a request" in the top right corner of the Help Centre or reach us via support@podio.com

Cheers,
Sara

Sara Høeg Højlund-Rasmussen 0 votes
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Creating another workspace just to prevent another employee from viewing the information is a drag. Please add another "role" because we need a feature that can also make "internal" users as "guests" of the workspace. With the current role options, I can see myself having a TON of workspaces that are unused, and that would be very inconvenient if I have to search for a specific workspace.

J. Paul J. Tan II 1 vote
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@Sara Yeah, but the interface for "Shared with you" isn't that organizable compared to the app's interface. What I'm saying is, as an Admin of the workspace with different clients, projects and deliverables, I want the "guests" to be able to maneuver through the whole app/workspace, but with privacy/permission barriers. If I have to create workspaces for every client and every projects, the whole Podio interface becomes cluttered and not user-friendly. Plus, if we archive apps in a workspace we are forced to restore it for the sake of reviewing its contents. If you can enable sharing a group of items/apps to workspace members, that would save alot of time and reduce plenty of workarounds that don't really suggest efficiency. Thanks!

J. Paul J. Tan II 3 votes
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I am also looking for a way to organize the view of items shared with an external users...is there any way to break it up by app?

Currently, it just spits out all items, regardless of app or workspace into a list. I'd like for the external user to see each items respective app along the top...just like the full user sees. Is there any way to do this?

Ryan Vickerman 0 votes
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This is still an issue and a huge problem we are having with Podio. We need external members to collaborate with us but we can not give them access to everything in a workspace. For example our Contacts App has all of our Clients in it, we can not share that information with everyone, but our contacts APP is linked to other APPs we want external users to be able to see the contact that is linked. Its a Mess since we have to share the workspace APP they are looking at and then go and share that Contact info with them.

C'mon Podio Development team. Really want to be able to give someone access to an APP in a workspace and allow them read /write only on APPs fields that relate to that item they are working on but not everything else in every single APP.

Michael Slane 2 votes