Collaboration & Sharing

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Overview

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Categories as Collaboration Hubs

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Why Categories?

• Contextual collaboration: Share entire projects, not just isolated documents
• Permission inheritance: All content in a shared category inherits permissions
• Easy management: Add or remove collaborators once for all category content

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Sharing a Category

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How to Share

1. Right-click a category in the sidebar
2. Select “Share Category”
3. Enter collaborator email addresses (comma-separated for multiple)
4. Choose permission level:
   • Read: View only, cannot edit or create
   • Write: Full access to create, edit, and delete
5. Click “Send Invites”

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Invitation Flow

1. Invited user receives email
2. Clicks link to accept invitation
3. If they don’t have a Cleve account, they’re prompted to sign up
4. Category appears in their sidebar automatically

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Permission Levels

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Read Permission

• ✅ View all writings in the category
• ✅ View all ideas in the category
• ✅ Export content
• ✅ Reference content in AI chat
• ✅ Search within the category
• ❌ Create new writings or ideas
• ❌ Edit existing content
• ❌ Delete content
• ❌ Invite additional collaborators

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Write Permission

• ✅ Everything Read users can do
• ✅ Create new writings and ideas
• ✅ Edit any content in the category
• ✅ Delete content
• ✅ Move content between categories (if they have access to both)
• ❌ Delete the category itself
• ❌ Remove other collaborators (only owner can do this)

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Owner Permission

• ✅ Everything Write users can do
• ✅ Invite and remove collaborators
• ✅ Change permission levels
• ✅ Delete the category
• ✅ Transfer ownership to another collaborator

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Managing Collaborators

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Viewing Collaborators

1. Hover over a shared category in the sidebar
2. See user avatars of all collaborators
3. Click avatars to view full list with permissions

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Changing Permissions

1. Open Category Settings → Sharing
2. Find the collaborator
3. Click the permission dropdown
4. Select new permission level (Read → Write or vice versa)

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Removing Collaborators

1. Open Category Settings → Sharing
2. Find the collaborator
3. Click the “Remove” button
4. Confirm removal

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Leaving a Shared Category

1. Right-click the category
2. Select “Leave Category”
3. Confirm

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Real-Time Collaboration

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Live Presence

• User avatars show who’s currently active
• Live cursors display where collaborators are typing (in writings)
• Typing indicators show when someone is editing

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Conflict Resolution

• Last-write-wins for most edits
• Automatic merging for non-overlapping changes
• Conflict warnings when simultaneous edits occur

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Activity Feed

• Who created or edited content
• When changes were made
• View change diffs (Pro/Max plans)

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Nested Category Sharing

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How It Works

📁 Company Workspace (Shared with team)
  📁 Marketing (Inherits Write access)
    📁 Blog Posts (Inherits Write access)
  📁 Financials (Separate permissions)

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Permission Inheritance

• Child categories inherit parent permissions by default
• Override permissions for specific sub-categories
• Remove inheritance to create isolated permissions

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Shared Writings

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Public Sharing

1. Open a writing
2. Click “Share” in the toolbar
3. Toggle “Make Public”
4. Copy the public URL

• Blog posts and articles
• Portfolio pieces
• Documentation

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Private Sharing

1. Open a writing
2. Click “Share” → “Share with specific users”
3. Enter email addresses
4. Choose Read or Write permission
5. Send invites

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Collaboration Best Practices

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Organizing Team Workspaces

📁 Team Workspace
  📁 Active Projects
    📁 Project Alpha
    📁 Project Beta
  📁 Resources
    📁 Templates
    📁 Guidelines
  📁 Archive

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Communication & Workflow

• Use ideas for quick team brainstorming
• Comment in writings using the AI chat to ask questions
• Create templates in a shared Resources category
• Archive completed projects to keep the workspace clean

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Permission Strategy

• Default to Read: Grant Write only when necessary
• Separate sensitive content: Use private categories for confidential info
• Review access quarterly: Remove inactive collaborators

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Notification Management

• Enable notifications for important categories
• Mute low-priority categories to reduce noise
• Set notification preferences in settings (email, in-app, both)

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Security & Privacy

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Row-Level Security (RLS)

• Server-side enforcement: Cannot be bypassed by client-side manipulation
• Query filtering: Users only see data they have permission to access
• Audit logs: All access is logged (Enterprise plans)

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Data Encryption

• In transit: All data encrypted with TLS
• At rest: Database encryption for stored content
• End-to-end (coming soon): Optional E2E encryption for ultra-sensitive content

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Access Control

• Invite-only: Users must be explicitly invited
• Email verification: Invites sent to verified email addresses only
• Session management: Automatic logout after inactivity

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Collaboration on Plans

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Use Cases

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Content Team Collaboration

• Create “Blog Posts” category
• Share with writers (Write), editors (Write), and stakeholders (Read)
• Writers draft in real-time
• Editors review and polish
• Stakeholders track progress

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Client Projects

• Create category per client
• Share with client (Read)
• Internal team has Write access
• Client sees deliverables as they’re created

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Research & Knowledge Base

• Create “Research” category with nested topics
• Share with entire team (Read)
• Designated researchers have Write access
• Everyone can reference in AI chat

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Troubleshooting

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Collaborator Can’t See Category

• Verify invitation was sent to correct email
• Check spam folder for invitation email
• Ensure collaborator has accepted invite
• Verify permissions haven’t been revoked

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Permission Changes Not Taking Effect

• Refresh the page
• Log out and back in
• Clear browser cache
• Check if user is still in collaborator list

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Conflict Errors When Editing

• Coordinate with teammates to avoid simultaneous edits
• Save frequently to push changes
• Reload page to get latest version
• Contact support if data appears lost

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Related Documentation