Share a memo with a link or with people

Get a memo in front of the right people without copying it anywhere: a client who needs to approve a scope, a subcontractor who should comment, a colleague outside the collection. Every memo has one link. Click Share to choose who can use it: invite specific people, turn the link on so anyone who has it can open the memo, or both. Each person, and the link, gets its own level: View, Comment or Edit.

Invite people

1. Open the memo and click Share.

2. Under Share directly, type a name, a group or an email address in Add people, groups, or a guest email.

3. Choose their level: View, Comment or Edit.

4. Click Add (or Invite for someone new).

Someone who isn't in your workspace is added as a guest on this memo only. Leave Email them an invite ticked to send them an email, and add a personal message if you like. They sign in or create an account with that email address to open it. Guests never take a paid seat; see How member types work.

Invite people when you want to know who has it and take it back later. Use the link when you don't know who will need it, or they won't want an account.

Share with anyone who has the link

1. Click Share.

2. Turn on Share to anyone with the link and confirm.

3. Set the level for Anyone with the link: View, Comment or Edit.

4. Click Copy link and send it.

People with the link don't need to sign in. Raising the link to Comment or Edit asks you to confirm, because anyone with the link can then change the memo.

To stop the link working, turn Share to anyone with the link off.

Add a password to the link

Under the link setting, type a password in Add a link password (optional) and save it. Visitors then enter the password before the memo opens. Send it to them separately from the link. Remove password takes it off.

Keep a memo out of collections

Memos usually reach people through the collections they're in. To keep a memo to just the people you share it with, turn off Share via collections and confirm. This removes it from every collection, and it can't be added to one until you turn it back on.

What people see

• The memo shows your workspace's logo, so people know where it's from.

• Someone without access who isn't signed in sees Sign in to open this memo.

• Someone signed in without access sees You don't have access to this memo. Ask them to send you their email address so you can invite them.

When the link isn't available

Workspace owners and admins can turn off share links for the whole workspace. The Share dialog then says Share links are turned off, and links stay off until they're turned back on. Archiving a memo also pauses its link.

Have your AI do it

Once your AI is connected (see Connect Claude to Fieldwerk or Connect ChatGPT to Fieldwerk), ask it to send the memo to someone with a note, at the level you want:

In Fieldwerk, I want to try sharing a memo. Suggest one of my memos that would be safe to share, or offer to make a short test memo. Then ask me who to share it with and whether they can view, comment or edit. Tell me what they'll see and whether they'll get an email, and check with me before you share it.

Or to set the link up for you:

In Fieldwerk, I want to try sharing a memo by link with a password. Suggest one of my memos that would be safe to share, or offer to make a short test memo. Explain who can open the link once it's on, ask me what the password should be, and check with me before you turn it on. Afterwards, tell me how to turn it off.

To hand a memo to an AI in another chat, paste its link. See Bring a memo or collection into any chat for what an AI can read with and without signing in.