Sharing & Access Control

Control who can access your Library sources and Projects

Sharing & Visibility

Every Library entry and Project in Zephior can be either Public or Private. The sharing system works the same way for both.

Throughout this page, “source” refers to both Library entries and Projects.

Visibility	Who can access
Public	All organization members whose role includes the View sources permission. What each member can do depends on their role.
Private	Only the owner and members who have been explicitly granted access.

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How Access Works

Your access to a Library entry or Project depends on your role and any custom access grants you’ve been given.

• Super Admins and Sources Admins always have full access to all sources
• A custom access grant on a specific source takes priority over your role’s default permissions
• If you don’t have a custom grant, your role determines what you can do

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Sharing a Private Source

1. Open Sharing

   Open the Library entry or Project and click Sharing & Visibility

2. Find the Member

   Search for the member you want to invite

3. Choose Access Type

   Select one of:

   • Role-based — the user gets access with their role’s permissions. This is the simplest option.
   • Custom Access — the user gets a specific access level’s permissions, regardless of their role. Use this when you want to give someone specific capabilities that differ from their role.
4. Select Access Level (if Custom)

   If you chose Custom Access, select an access level (e.g., Read, Write, Approve, or a custom level)

5. Invite

   Click Invite to grant access

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Overriding Access on a Public Source

Public sources are accessible to all members based on their role. However, you can override a user’s role-based access on a public source using a custom access grant — either to give them more or fewer permissions:

1. Open the public source and click Sharing & Visibility
2. Invite the user with Custom Access and select an access level

Example: Elevate a Viewer

A user with the “Viewer” role can normally only read public sources. By giving them a Write custom access grant on a specific public source, they can edit that source — without changing their role or affecting their access elsewhere.

Example: Restrict a Member

A user with the “Member” role normally has full write access to public sources. By giving them a Read custom access grant on a specific public source, they are restricted to read-only on that source only.

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Editing an Access Grant

To change a user’s access type or access level on a source:

1. Open the source and click Sharing & Visibility
2. In the Shared with list, click the actions menu next to the user
3. Click Edit
4. Change the access type (Role-based or Custom Access) and/or the access level
5. Click Save

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Revoking Access

To remove a user’s access to a source:

1. Open the source and click Sharing & Visibility
2. In the Shared with list, click the actions menu next to the user
3. Click Revoke and confirm

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Transferring Ownership

Every Library entry and Project has an owner — the person who created it. Ownership is a label that shows who is responsible for the source. It does not grant any special permissions — the owner’s access is determined by their roles and access grants, like any other member. You can transfer ownership to another organization member.

1. Open Sharing

   Open the Library entry or Project and click Sharing & Visibility

2. Click Transfer Ownership

   In the Owner section at the top, click Transfer Ownership

3. Select New Owner

   Search for and select the member you want to transfer to

4. Confirm

   Review the warning and click Transfer to confirm

Only the current owner, a Super Admin, or a Sources Admin can transfer ownership.

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Changing Visibility

You can switch a source between Public and Private at any time:

Change	What happens
Private → Public	The source becomes visible to all organization members. Existing role-based invitations are automatically removed (no longer needed). Custom access grants are preserved.
Public → Private	The source becomes hidden from everyone except Super Admins, Sources Admins, and users with explicit access grants.

When switching a source from public to private, you may lose access if you are not a Super Admin, a Sources Admin, or a user with an access grant on that source. A confirmation dialog will warn you before this happens.

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Next Steps

Roles & Permissions

Manage roles, access levels, and the full permission system

Team Management

Invite and manage organization members