Sharing

This article walks through both ways to share a Record Type with another workspace — picking specific workspaces from a list, or generating a share link that anyone in your organisation can claim. For background on what sharing is and the difference between Linked share and Clone, see Sharing Record Types.

Before you start

To share a Record Type, you need the Share Record Types permission. This is enabled by default for the Owner and Manager roles. If you cannot see the Share with a workspace or Get share link options in the Record Type's three-dot menu, ask your workspace admin to check your role's permissions.

The Record Type you want to share must be one your workspace owns. You cannot re-share a Record Type that was shared with you as a Linked share; if you need to make it shareable, use Clone to my workspace first and share the clone instead.

Method 1: Share directly to specific workspaces

Use this method when you know exactly which workspaces should get the type.

1. Open the Record Type's page in your workspace.
2. Click the three-dot menu (⋯) at the top of the page, next to + New record.
3. Choose Share with a workspace.
4. In the picker, select one or more workspaces from your organisation. You can search by name. Workspaces that already have access to this type are shown but greyed out so you do not double-share.
5. Click Send to confirm.
6. Each selected workspace's manager receives a request in their Records Management inbox. They can accept or decline.

Method 2: Generate a share link

Use this method when the audience is broader than you can enumerate, or when you want any workspace in your organisation to self-serve.

1. Open the Record Type's page in your workspace.
2. Click the three-dot menu (⋯) and choose Get share link.
3. Pick an expiry — 1 day, 7 days, 30 days (default), or 90 days.
4. Click Generate.
5. Copy the link with the Copy button and share it however you like — Slack message, email, Confluence page, however your team communicates.

Anyone in your organisation who clicks the link will be asked to pick which of their workspaces should claim the type. Once they confirm, the type appears in that workspace's Shared with you list immediately — no separate accept step.

For details on share-link behaviour — including what revoking does and the cross-organisation limit — see Share links — expiry and revoke behavior.

Linked share, with Clone as a follow-up

When you share a Record Type — whether directly or via a link — the recipient receives read-only Linked access. They see the schema you created, including any future changes you make to it. They cannot edit the fields, validation, or AI Agent Instructions.

If a recipient needs to customise the type for their workspace, they can convert their Linked access into an independent Clone at any time, using Clone to my workspace from the Record Type's three-dot menu on their side. The clone is owned by their workspace and is not affected by changes you make to your original. For when each kind of access fits, see Cloning vs Linking.

Managing who has access

After you have shared a Record Type, you can review who has access at any time.

Removing access

In this version of Record Type Sharing, there is no per-recipient revoke. Once a workspace has accepted a Linked share, that access remains until the Record Type is archived at the source — which removes the type from every workspace using it, not just one.

If you need to limit a Record Type to a smaller set of workspaces after the fact, your options are:

• Archive the type and start over — archive the existing Record Type and recreate it (or clone it locally), then share only with the smaller set. Recipients of the archived type lose access.
• Revoke a share link — if access was granted via a share link, revoking the link blocks future claims but does not affect workspaces that already accepted. See Share links — expiry and revoke behavior.

If a recipient no longer needs access, they can decline the share from their side at any time, which removes the type from their workspace without affecting other recipients.

After sharing: what recipients see

When a recipient opens a Record Type that was shared with their workspace:

• The type page shows a Shared from {your workspace name} badge near the title.
• The schema is read-only — recipients cannot edit fields, validation, or AI instructions.
• They can use the type to create records as normal.
• Records they create stay in their own workspace; you do not gain visibility into their records.
• If the recipient later clones the type, the clone appears as a normal owned Record Type in their workspace, without the Shared from badge.
• If the shared Record Type has the same name as one the recipient workspace already owns, the recipient sees the shared type with a source-workspace prefix (for example, {your workspace} / OSHA Audit) to distinguish it from their own. This is a display-only label.

Examples