Sharing Record Types
Record Types you create in one workspace can be shared with other workspaces in your organisation, so teams can reuse the same record structure without setting it up from scratch each time. Records themselves stay in the workspace where they are created — sharing only applies to the Record Type definition (the fields, validation, and AI instructions that make up the schema).
Linked share vs Clone
There are two ways to share a Record Type. The right choice depends on whether the recipient workspace needs to follow your schema as you evolve it, or fork it and go their own direction.
| Linked share | Clone | |
|---|---|---|
| What the recipient gets | Read-only access to your Record Type | A new, independent Record Type they own and can edit |
| Source edits propagate? | Yes — recipients see your changes live | No — the clone is a one-time snapshot |
| Can the recipient edit fields? | No | Yes |
| Records stay isolated to the recipient workspace? | Yes | Yes |
| Best for | Standardised templates used across many workspaces (e.g. a corporate OSHA audit type used by every site) | Recipient needs to diverge — add custom fields, change wording, adapt for their own context |
Note: Records created from a shared Record Type — whether linked or cloned — always stay in the workspace where they are created. A workspace that shares a Record Type does not gain visibility into records created by recipients. Cross-organisation sharing is not supported; you can only share between workspaces in the same organisation.
How to share a Record Type
There are two ways to share, depending on who you are sharing with.
Share directly to specific workspaces
From the Record Type's page, open the three-dot menu (⋯) at the top of the page, next to + New record, and choose Share with a workspace. Pick one or more target workspaces from the picker, then confirm. Each workspace's manager will see your request in their Records Management inbox and choose to accept or decline.
If you are also a manager in the target workspace, the request is accepted automatically.
Generate a share link
From the same three-dot menu, choose Get share link. Pick an expiry — 1 day, 7 days, 30 days (default), or 90 days — and copy the generated URL. Anyone in your organisation with the link can claim it for a workspace they have access to. The same link can be used by multiple workspaces. You can revoke the link at any time from your active links list, which blocks new claims but does not affect workspaces that have already accepted.
For details on how share links work and what revoking does, see Share links — expiry and revoke behavior.
Accepting a shared Record Type
When another workspace shares a Record Type with yours, you will see it in two places:
- A small dot appears on the Records Management entry in the sidebar.
- The Inbox section of your Records Management page shows the pending request with Accept and Decline buttons.
Once accepted, the Record Type appears in your Shared with you list and is available for creating records immediately. The recipient view shows a Shared from {source workspace} badge so it is clear at a glance which types are owned by your workspace and which were shared. If you ever want to diverge from the source schema, use Clone to my workspace from the Record Type's three-dot menu to create an editable copy.
The Records Management page
The Records Management page is the central hub for everything related to your Record Types, including sharing. It has the following sections:
- Inbox — Pending requests from other workspaces that want to share a Record Type with yours. Each row shows the type name, who sent it, and Accept / Decline buttons. Only visible if you have permission to accept shared Record Types.
- Your record types — Every Record Type your workspace owns. Click any card to open its page. Includes a "+ New record type" affordance if you have permission to create types.
- Shared with you — Record Types other workspaces have shared with yours, where you have read-only access.
- Shared by you — Record Types your workspace owns and has shared with others, with the number of recipients and the date of the last share.
- Active share links — Share links your workspace has generated, with their expiry date and a revoke action.
Which sections you see depends on your permissions. If you do not have permission to share or accept Record Types, the Records Management page shows the legacy "New Record Type" form instead.
Permissions
Two permissions control sharing. Both default to Owner and Manager roles, matching the existing permission for creating Record Types. Workspace admins can adjust the role mapping in role settings.
| Permission | What it controls |
|---|---|
| Share Record Types | Initiate a share request, generate or revoke a share link |
| Accept shared Record Types | Accept or decline an incoming request, claim a share link for the workspace |
Things to know
A few behaviours worth understanding before you share:
- You cannot revoke access for a specific recipient. Once a workspace has accepted your share, that access stays in place until you archive the Record Type — which removes the type from every workspace using it. There is no per-recipient revoke option in this version. See Share links — expiry and revoke behavior for full details.
- Recipients can clone but cannot re-share. A workspace with read-only access can clone the schema into its own editable type and then share that clone, but it cannot re-share your original.
- Source edits propagate live for linked shares. When you change a field on a Record Type that is linked-shared, recipients see the change the next time they open the type. There is no review or accept step on the recipient side.
- Display IDs are per-workspace. Each workspace using a shared Record Type has its own sequence — record #1 in your workspace and record #1 in a recipient's workspace are different records.
- Same-name types show a source prefix. If a Record Type shared with your workspace has the same name as one your workspace already owns, the shared one appears with a prefix showing the source workspace (for example, {source-workspace} / OSHA Audit alongside your own OSHA Audit). This is a display-only label — records and URLs are unaffected.
Learn more
Select a topic below for a detailed walkthrough:
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