Share with collaborators in Lucid

Watch: Sharing in the Lucid Suite

Share a document with other Lucid users

From the home page

To share a document, folder, or space from the home page, follow these steps:

1. From the Lucid Home Page, hover over the thumbnail of the document, folder, or space you would like to share. 
2. Click the Sharing options icon at the bottom of the thumbnail.
   • You can instead select the three-dot more menu on the thumbnail, hover your cursor over "Share", then click Share.
3. In the text box, enter the name(s), email address(es), or group(s) with whom you would like to share.
4. Set permissions for the collaborator(s) via the dropdown to the right of the text box.
5. If you would like, enter a custom message to go along with the invitation.
6. Those you invite will receive an email notification. Uncheck the box for this option if you do not want them to receive an email notification.
   • If you included a message, keep this box checked. The message will appear in the email notification.
7. Click Invite.

The document or folder will appear in the collaborators’ “Shared with Me” folders.

From the editor

To share a document or space from the editor, follow these steps:

1. Open the document or space you would like to share.
2. Click Share in the top right corner.
3. In the text box, enter the name(s), email address(es), or group(s) with whom you would like to share. 
4. Set permissions for the collaborator(s) via the dropdown to the right of the text box. 
5. If you would like, enter a custom message to go along with the invitation.
6. Those you invite will receive an email notification. Uncheck the box for this option if you do not want them to receive an email notification.
   • If you included a message, keep this box checked. The message will appear in the email notification.
7. Click Invite.

The document will appear in the collaborators’ “Shared with Me” folders.

Copy selected objects as an image

To copy and share the contents of your document as image, follow these steps:

1. Select the content you want to share.
2. Right-click the selection.
3. Click Copy as a PNG.

Create a shareable link

You can create a link from the Lucid Home Page or from a Lucid document to send to others instead of sharing your document directly with specific collaborators.

Users who access your document via a shareable link are not listed individually as collaborators. Instead, you’ll see a single entry labeled “Share link” in your collaborator list. Because these users are managed as a group, any changes you make—such as updating permissions or disabling the link—will immediately apply to everyone using that link. If a user has both individual access and shareable link access, their permissions will default to the more privileged access.

From the home page

To create a shareable link for a document, folder, or space from the Lucid Home Page, follow these steps:

1. In your Lucid Home Page, hover over the thumbnail of the document or folder you want to create a shareable link for. 
2. Click the three dot more button on the thumbnail.
3. Hover your cursor over "Share".
4. Click Share.
5. Toggle on “Shareable link”.
   • If you toggle off "Shareable link", users with the link will no longer have access to the document.
6. Use the dropdown to adjust the permissions associated with the link.
7. If you would like your collaborator to see a specific view, check the box next to "Link to current view".
8. Click Copy link.

From the editor

To create a shareable link for a document or space from the editor, follow these steps:

1. Open the document or space you would like to share.
2. Click Share in the top right corner.
3. Toggle on “Shareable link”.
   • If you toggle off "Shareable link", users with the link will no longer have access to the document.
4. Use the dropdown to adjust the permissions associated with the link.
5. If you would like your collaborator to see a specific view, check the box next to "Link to current view".
   • If you are trying to share a link to a selected Frame in Lucidspark, you can check the box for “Link to selected frame”. Refer to our Organize content with Frames in Lucidspark article for more information.
6. Click Copy link.
   • You can also get the shareable link by copying the URL from your address bar. Additionally, if you are sharing a Lucidspark board or Lucidchart document, you can copy the shareable link by clicking the link icon to the right of the Share button.

Set a passcode and expiration

Setting a passcode and expiration for shareable links is only available to Enterprise accounts, including those in the FedRAMP environment. See the Upgrade your Lucid account article for instructions to upgrade.

Follow the steps below for setting a passcode or expiration:

1. Click Share in the top right corner of the workspace.
2. Toggle on “Shareable link”.
3. Click Additional Settings.
4. To set a password, check the box next to “Passcode”.
5. To set an expiration for the link, check the box next to “Expiration” and select a date and time.
   • If an admin has set a default expiration date for shareable links, you will not be able to set an expiration date for longer than the default an admin has set.
6. Click Copy invitation.

Manage collaborators

Once you have shared a document, you can see and manage your collaborators at the bottom of the Share menu under “Collaborators”. You have the ability to change the sharing permissions for each collaborator, as well as transfer ownership of the document to someone else.

Edit sharing permissions

Lucid provides four tiers of sharing permissions that you can choose from when sharing documents, and folders:

• Can edit and share
• Can edit
• Can comment
• Can view

You can set different permissions for each collaborator and adjust them any time.

To adjust permissions, follow these steps:

1. Navigate to Share, as described in the sections above.
2. Select Manage in the Collaborators section.
3. Open the dropdown menu to the right user you would like to adjust the sharing permissions for.
   • Alternatively, click X to remove the collaborator and unshare the document with them.
4. Select the desired permission option from the dropdown.

*When you remove a collaborator it may take up to 5 minutes for the change to take effect.

Transfer ownership of a document

From the Share menu, you can transfer document ownership to one of the document's other collaborators. For more information, check out our Transfer Lucid documents article.

Create a team hub

With an Enterprise account, you can create a team that includes the collaborators on a document directly from the Share menu. To do this:

1. Open a Lucid document.
2. Click Share in the top-right corner.
3. Select Create team to the right of the “Collaborators” section.
4. In the panel that appears, type a team name under “Name this team”.
   • Each team name you add to your account must be unique. You will see a message pop up in the panel if the name you choose has already been taken.
   • We recommend you not include any sensitive or confidential information in the team name.
5. Type the name or email address of any additional users you want to add to the team.
6. Click Create team.

Use Join ID

Using a Join ID allows you to generate a short code that you can quickly send to collaborators to give them access to your document. Generating a Join ID is available only to Enterprise accounts but can be shared with users on any plan type.

Generate a Join ID

1. Open the document that you want to generate a join ID code for.
2. Select Share in the top-right corner.
3. Open the three-dot menu from the top-right corner of the Share panel.
4. Click Enable Join ID.

5. A 6-digit Join ID will be generated which you can copy and share with collaborators.

   

Access a Lucid document with Join ID

When someone shares a document using a Join ID, follow these steps to begin collaborating:

1. Copy the Join ID.
2. Navigate to lucid.app and log in.
3. Click + New in the top-left corner.
4. Select Enter Join ID.
5. In the pop-up that appears, paste the Join ID.
6. Click Join.

Alternatively, go to https://lucid.app/join, and enter the Join ID.

For Enterprise admins

As an Enterprise admin, you can control your users’ ability to grant Join ID access to their documents. To allow Join ID access, read our Lucid admin panel: Security settings article.

Troubleshooting: Sharing

If you're experiencing issues with sharing a document, check out our Troubleshooting: Sharing article.

FAQ

If I share a Lucidchart document that has linked data attached to it, will collaborators have access to the dataset?
Yes, by default collaborators will be able to access any linked data associated with a Lucidchart document. However, you can prevent them from having this access by deleting the linked sheet from the document prior to sharing. When you do this, your data values and inserted text will be preserved. Please see the Link data to a Lucidchart document article for more information about data linking.

Can I notify collaborators via email that I shared a folder, document, or space with them?
Collaborators will be notified via email by default when you share with them. If you would like to turn off the notification when sharing, uncheck the box for “Notify via email” before clicking Invite.

Account admins can force automatic email notifications, so if you do not have the option to disable notifications it is likely that your account admin set email notifications as mandatory.

Can I add a document that has been shared with me to one of my folders?
Yes. You can create a shortcut to a document that has been shared with you by dragging it into “My Documents” or a folder you have created in your Lucid Home Page. Shortcuts are indicated by an arrow icon that will appear on the product-specific icon found to the left of the document title.

Documents with shortcuts will retain their original sharing permissions. When you add a shortcut to one of your folders, it will not change the document’s original location within Lucid, and therefore will also not change who has access to the document.

How am I notified if a user requests access to one of my Lucid documents?
You will receive an email notification if a user requests access to one of your documents. You can also see pending requests at the top of the Share panel.

Can I remove myself from a document that has been shared with me?
If you no longer want access to a document that has been shared with you, the owner of the document needs to remove you from the list of collaborators.

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