How Sharing Works
Every resource in Gumloop (agents, workflows, custom nodes, interfaces) has a Share dialog that you access by clicking the Share button. The dialog has two main sections:- Users: Add specific people by email and assign them a role
- General Access: Control broader access for your team, organization, or the public
Roles
Roles determine what someone can do with a shared resource. Gumloop uses a four-tier role hierarchy:Role Comparison
| Permission | Owner | Editor | Viewer | Use Only |
|---|---|---|---|---|
| View the resource | Yes | Yes | Yes | Agents only (chat) |
| Edit the resource | Yes | Yes | No | No |
| Delete the resource | Yes | Yes | No | No |
| Manage sharing | Yes | Yes | View only | No |
| Make a copy | Yes | Yes | Yes | No |
| Leave (remove own access) | No | Yes | Yes | Yes |
Owner
The person who created the resource. Owners have full control and cannot be removed through the sharing UI. Ownership is assigned at creation time and can only be transferred explicitly.Editor
Full access to view, edit, delete, and manage sharing for the resource. Editors can add and remove other Editors and Viewers. This is the role team members get by default on team resources.Viewer
Read-only access. Viewers can see the resource and its configuration, view who has access, and make a copy to their own space. They cannot edit anything.Use Only (Agents only)
The most restricted role, available only for agents. Use Only users can chat with the agent but cannot see its configuration, instructions, tools, or any internal details. This is perfect for sharing an agent with end users who just need to interact with it.Sharing with Specific Users
To share a resource with specific people:- Open the resource and click the Share button
- Enter their email address in the “Add people” field
- Click the dropdown arrow on the Share button to choose a role
- Click Share
| Resource | Available Sharing Roles |
|---|---|
| Agents | Editor, Viewer, Use Only |
| Workflows | Editor, Viewer |
| Custom Nodes | Editor, Viewer |
| Interfaces | Viewer |
| Chat Sessions | Viewer |
You can share with any Gumloop user by email. They don’t need to be on your team or in your organization.
Changing a User’s Role
After sharing, you can change a user’s role from the Share dialog. Click the role label next to their name to see available options. You cannot change the Owner’s role through the sharing UI.Removing a User
To remove someone’s access, click the role label next to their name and select Remove. Owners cannot be removed.Leaving a Shared Resource
If you have access to a resource you no longer need, you can remove yourself by clicking your own role and selecting Leave. Owners cannot leave their own resources.General Access
General Access controls who can access a resource without being explicitly added by email. Think of it as concentric rings, from most restrictive to most open.
Access Levels
| Level | Who Gets Access | When to Use |
|---|---|---|
| Restricted | Only explicitly added users and the owner | Private resources you control access to individually |
| Team | All members of the team the resource belongs to | Resources that your whole team should use |
| Organization | All members of your organization | Company-wide resources everyone should access |
| Anyone with link | Everyone, including people without a Gumloop account | Public resources, demos, templates for external users |
General Access Roles
When you set General Access to Team, Organization, or Anyone, you also choose what role that audience gets. For example, you might give your entire organization Viewer access to an agent, but give your team Editor access.Rules and Constraints
Not every access level is available in every context:| Resource Location | Available General Access Levels |
|---|---|
| Personal space | Restricted, Organization*, Anyone |
| Team space | Team, Organization*, Anyone |
- Team resources cannot be set to Restricted. If a resource lives in a team, the minimum access level is Team. All team members will have access.
- Personal resources cannot be set to Team. There is no team to share with.
How Access Is Resolved
When you try to access a resource, Gumloop checks your permissions in a specific order. The first match wins:- Direct user grant (if you were added by email, this always wins)
- Team grant (if the resource has Team access and you’re a team member)
- Organization grant (if the resource has Organization access and you’re in the org)
- Public grant (if the resource has Anyone access)
- No access (if none of the above matched)
Direct grants always take priority. If you’re added as a Viewer directly, you’ll be a Viewer even if the Organization-level access is set to Editor. This lets resource owners restrict specific users below the general access level when needed.
Making a Copy
Viewers (and above) can make a copy of a shared resource to their own space. This creates an independent copy that they fully own.
Sharing Agents
Agents have the richest sharing model with three roles for sharing: Editor, Viewer, and Use Only.Agent Roles in Detail
| Capability | Editor | Viewer | Use Only |
|---|---|---|---|
| Chat with the agent | Yes | Yes | Yes |
| View agent configuration | Yes | Yes | No |
| Edit instructions, tools, model | Yes | No | No |
| Manage triggers (webhooks, schedules) | Yes | No | No |
| Create templates from the agent | Yes | No | No |
| Move agent between workspaces | Yes | No | No |
| Manage sharing settings | Yes | View only | No |
| Make a copy | Yes | Yes | No |
Agent-Specific Share Actions
The agent Share dialog includes additional actions at the bottom:- Copy agent link: Copies a direct link to the agent
- Copy current chat link: Copies a link to the current conversation
- Copy setup link: Copies a link that guides users through authenticating with the agent’s required integrations
Sharing Workflows
Workflows support Editor and Viewer sharing roles.
Workflow Roles in Detail
| Capability | Editor | Viewer |
|---|---|---|
| View the workflow | Yes | Yes |
| Edit, add, remove nodes | Yes | No |
| Run the workflow | Yes | No |
| Manage triggers | Yes | No |
| Create templates | Yes | No |
| Move between workspaces | Yes | No |
| Manage sharing settings | Yes | View only |
| Make a copy | Yes | Yes |
Workflow vs Interface Access
Workflow access and interface access are independent. Sharing a workflow does not automatically share its interfaces, and vice versa. This lets you:- Share an interface widely while keeping the workflow private
- Give someone Editor access to the workflow without giving them access to run the interface
- Make an interface public without making the underlying workflow public
Sharing Custom Nodes
Custom nodes support Editor and Viewer roles. By default, only the creator (Owner) can edit a custom node. See Custom Node Builder for details on custom node sharing.Sharing Chat Sessions
Individual agent chat sessions can be shared with Viewer access only. The chat creator (Owner) controls sharing. Shared viewers can read the conversation but cannot send messages.Cross-Organization Sharing
You can share resources with users in other organizations by adding them by email. When a resource is shared across organizations:- The General Access section is hidden for cross-org users (to protect internal team/org details)
- Cross-org users see a simple badge showing their access level
- Access is governed by the direct user grant only
Enterprise Controls
Organizations on Enterprise plans have additional controls over sharing:Public Sharing Restrictions
Organization admins can restrict users from setting General Access to “Anyone with link” using User Groups. When this restriction is enabled, the “Anyone” option is hidden in the Share dialog, and API calls to set public access will be rejected.Audit Logging
All sharing operations are logged in the audit trail:- When General Access level is changed
- When a user is granted access
- When a user’s access is revoked
Common Questions
Can I share with someone outside my organization?
Can I share with someone outside my organization?
What happens when I reduce General Access?
What happens when I reduce General Access?
If you lower the General Access level (e.g., from Organization to Restricted), users who were accessing via that level will lose access. Users with direct grants (added by email) are not affected. If you’re reducing your own access, the UI will warn you before proceeding.
Can I give someone Use Only access to a workflow?
Can I give someone Use Only access to a workflow?
No. Use Only is exclusive to agents. For workflows, the most restricted sharing role is Viewer, which gives read-only access. If you want someone to run your workflow without seeing it, share it as an interface instead.
What's the difference between Viewer and Use Only for agents?
What's the difference between Viewer and Use Only for agents?
Viewer can see the agent’s configuration (instructions, tools, model settings) and chat with it. Use Only can only chat with the agent and cannot see any configuration details. Use Only is ideal for end users who just need to interact with the agent.
I'm an Editor but I can't change the Owner's role. Why?
I'm an Editor but I can't change the Owner's role. Why?
Owner grants cannot be modified or removed through the sharing UI. Ownership can only be transferred explicitly by the current Owner. This protects the creator’s control over their resource.
Why can't I set my team resource to Restricted?
Why can't I set my team resource to Restricted?
Resources in a team inherently belong to that team, so team access is the minimum. If you need more restrictive access, move the resource to your personal space first, then share with specific users.
If I make a workflow public, does that make its interface public too?
If I make a workflow public, does that make its interface public too?
No. Workflow access and interface access are configured independently. Making a workflow public does not affect its interface’s access settings, and vice versa.
What can anonymous users do with a public resource?
What can anonymous users do with a public resource?
Anonymous (unauthenticated) users are capped at Viewer access regardless of the public grant’s role setting. They can view the resource but cannot edit, run, or manage anything. They must sign in to get elevated access.
I was shared a resource but can't find it. Where is it?
I was shared a resource but can't find it. Where is it?
Related Documentation
Organization & Teams
Understand personal spaces, teams, and organizations
Organization Roles
Admin, Manager, and Member roles at the org level
User Groups
Enterprise feature restrictions including public sharing controls