Control how transcripts are shared across your workspace. Easily manage access permissions and default visibility to stay aligned with your team's operational policies.
Prerequisites for using this feature
Plan: Available on Business Plan and Enterprise Plan
Role: Only Owner and Admins can configure
Platform: Notta Web
Overview
In Notta, administrators can configure transcript sharing scope and access permissions for the entire workspace.
Specifically, you can control whether transcripts can be shared with the entire workspace and define the default visibility when transcripts are created. By default, sharing with the entire workspace is allowed, but newly created transcripts are accessible only to the creator.
This setting helps organizations manage transcript access in line with internal information management policies.
Sharing with the entire workspace
This setting controls whether transcripts can be shared with the entire workspace. When enabled, the following options become available:
- Manual sharing with the entire workspace: When sharing a transcript manually, you can select "Everyone at this workspace" as the collaborator.
- Automatic sharing with the entire workspace: By configuring default visibility settings, newly created transcripts can be automatically shared with all workspace members.
How to configure
- Click your Profile image > Settings in the upper right corner of the screen.
- In the Workspace settings section, open Preferences and locate Workspace sharing settings.
- Toggle Allow sharing with entire workspace on or off.
How the setting affects sharing
▍When "Allow sharing with entire workspace" is enabled
The option to share a transcript with "Everyone at this workspace" becomes available when configuring transcript access permissions.
You can assign specific permissions to workspace members, such as view-only or edit access.
▍When "Allow sharing with entire workspace" is disabled
The option to share with "Everyone at this workspace" will not appear in the transcript sharing settings.
In this case, transcripts can only be shared with specific members or groups.
Default visibility and access permissions
When sharing with the entire workspace is enabled, you can configure the default visibility for newly created transcripts.
If you choose to share transcripts with the entire workspace by default, you can also define the access level assigned to workspace members.
Note: Changes to this setting apply only to transcripts created after the update. Existing transcripts will not be affected.
How to configure
- Click your Profile image > Settings in the upper right corner of the screen.
- In the Workspace settings section, open Preferences and locate Workspace sharing settings.
- Turn on Allow sharing with entire workspace.
- Select the default visibility:
- By default, only the creator can access their own new transcripts.
- By default, new transcripts are shared with everyone in this workspace.
- If you select share with everyone in this workspace, you can define the access level granted to workspace members. Members other than the creator will automatically receive the selected permission level.
How the default visibility affects transcripts
▍If visibility is set to "Accessible only to the creator"
Newly created transcripts will be accessible only to the creator.
If needed, the creator can later grant access to the entire workspace or to specific members or groups.
▍If visibility is set to "Share with the entire workspace"
Newly created transcripts will automatically be shared with all workspace members.
Workspace members other than the creator will receive the access level defined in the settings (Can view / Can edit / Can edit and download / Full access).
The transcript creator is granted Full Access by default, regardless of the visibility or permission settings.
▍Visibility affected by folder permissions
When a transcript is created within a folder, it is designed to inherit the access permissions of that folder. Therefore, depending on the folder settings, the visibility may become more restricted than the workspace's default sharing settings, limiting access to certain members or making it accessible only to the creator.
For example:
Workspace Default Settings: Share with all workspace members / Can edit
Folder X Settings: Accessible only to the creator
⇒ [Result] Any new transcripts created inside Folder X will be "Accessible only to the creator" by default, without automatically granting "Can edit" access to other users.
Additionally, the Enterprise Plan offers the "Restrict folder creation by members" setting. When folder creation by members is restricted, only Owners and Admins can create folders, helping prevent inconsistencies caused by folder-specific access settings.