Seeing, editing, and sharing
Two separate questions decide what you can do with a customer or an order: can you see it, and can you change it. Sharing only ever answers the second.
Viewing doesn’t depend on sharing
Section titled “Viewing doesn’t depend on sharing”Every Order Manager can view every customer, project, and order in your organization, whoever created it and whether or not it’s shared. Designers see less: only the orders they created, and the projects they created. Designs, covered below, are the one exception: only their creator sees them.
So when a colleague’s quote looks read-only to you, it isn’t hidden. You can open it, read it, and export it. What you can’t do yet is change it.
Records start with their creator
Section titled “Records start with their creator”Whoever creates a customer or an order is the one who can change it. For an order, the creator is also its submitter: the order’s creator, who stays responsible for accepting its final price, with one exception below.
That stays true when other people help. If a colleague finishes your shared quote and selects Submit Order, you’re still its submitter. See How an order moves from quote to shipped.
What sharing hands over
Section titled “What sharing hands over”Sharing a record lets every Order Manager in your organization change it. Their changes go straight onto the record; there’s no approval step or separate copy.
It covers the record and what hangs off it, but not the records it’s connected to:
- Sharing a customer covers the customer’s details, their projects, and their areas. It doesn’t share their orders.
- Sharing an order covers its details, presets, line items, and design. It doesn’t share its customer.
Some things stay with the creator even after sharing. The submitter stays the submitter, and usually only they can accept an order’s price. The exception is a shared order whose submitter is an Order Manager: any Order Manager can accept it, without the submitter’s confirmation. See Permissions. Archiving a project and adding its files stay with the project’s creator too. Permissions has the full list.
Sharing is one-way
Section titled “Sharing is one-way”Once a record is shared, only an admin can make it unshared again. In the app, that admin action is called Make private. The person who created the record can’t undo sharing themselves.
The Share with team checkbox is checked by default when an Order Manager creates a customer or an order, so most records are shared from the start. A quote created from a design starts unshared.
Where sharing stops mattering
Section titled “Where sharing stops mattering”Sharing is mostly about quotes. Once an order is submitted, most of what you can do with it depends on its status and your role, not on whether it’s shared: any Order Manager can price it, release it, and ship it.
A few actions still check sharing after submission: who can accept an order’s price, as above, and who can cancel or duplicate it. Permissions lists them.
Designs sit outside sharing
Section titled “Designs sit outside sharing”A design on the Designs page is private: nobody else can see it, and it can’t be shared. That’s different from an unshared order, which every Order Manager can still view. A design can also only be linked to customers you created yourself.
That changes when you turn it into a quote. Converting a design creates an order that every Order Manager can view. It starts unshared, so other Order Managers can’t edit the quote until you share it. From then on, the rules above apply. See How designs become orders.