Collaborate and Share

Lucidchart offers several collaboration tools that allow you and your team to work together on documents effectively. Learn how to use these tools below.

Note: If you need to publish your document for non-Lucidchart users to see, please refer to the Publish Your Document article.

To share a document via the editor, follow these steps:
  1. Open the Lucidchart document you would like to share.
  2. Click the orange Share button in the top right corner.
  3. In the text box, enter the name(s), email address, or group with whom you’d like to share the document.
  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 document invitation.
  6. Click Send in the bottom right of the modal. The document will appear in the collaborators' “Shared with Me” folders.
To share a document or folder via the Documents page, follow these steps:
    1. In your Documents page, hover over the thumbnail of the document or folder you would like to share and click “Share.”
    2. In the text box, enter the name(s), email address, or group with whom you’d like to share the document or folder.
    3. Set permissions for the collaborator(s) via the dropdown to the right of the text box.
    4. If you would like, enter a custom message to go along with the document or folder invitation.
    5. Click Send in the bottom right of the modal. The document or folder will appear in the collaborators' “Shared with Me” folders.
Note: When you share a folder with collaborators, you will give them access to every document within that folder.
Lucidchart provides 4 tiers of sharing permissions that you can choose from when sharing documents or folders:
  • Can edit and share
  • Can edit
  • Can comment
  • Can view
You can set different permissions for each collaborator and adjust them at any time.

Note: If a collaborator is on a lower-level account type than you, they may not be able to edit the shared document even if you have given them edit access.
To generate a shareable link of a document or folder, follow these steps:
  1. Open the Sharing dialog for the document or folder (see above for access instructions).
  2. Click “Get Shareable Link” in the top right corner.
  3. Use the dropdown to adjust the permissions associated with the link, then click Done.
For more advanced sharing and publishing options, click Advanced in the bottom left corner of the screen. The menu that appears will allow you to publish or embed your document.
If I share a 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 Linking Lucidchart Diagrams to Spreadsheet Data article for more information about data linking.

How can I un-share a shared document or folder?
If you change your mind and want to unshare a document, simply click the orange “Share” button again, click “edit” next to the collaborator’s name, and then click the “X” to remove the collaborator. You can also adjust your collaborator’s editing permissions here.

I would like to notify collaborators via email that I shared a document with them. How do I do this?
To notify your collaborators that you shared a document with them via email, click the “Share” button, click “Advanced,” click “notify via email,” and click the blue “Share” button. Screen_Shot_2018-10-12_at_9.48.27_AM.png

Note: Team admins can force automatic email notifications, so if you don’t have the option to disable notifications it is likely that your Team admin set email notifications as mandatory.

Screen_Shot_2018-10-12_at_9.46.26_AM.png

If you share your document with a collaborator and give them editing access, you can both edit the document at the same time. Any changes on one account will be reflected on the other account immediately.

Collaborative cursors allow you to view exactly where on a document your collaborators are working in real-time. To locate a collaborator's cursor, click on their initials in the upper right corner of your canvas. To enable or disable collaborative cursors, navigate to "View" > "Use Collaborative Cursors." 

collaborativeCursors.png

The chat feature allows you to talk to your collaborator(s) while you’re online and editing the document. Anyone currently working on the document will have access to the conversation. To start a conversation, select the Chat tab near the bottom of the Dock (found on the right side of the editor).

Need a face-to-face conversation to finish your diagram? Start a Google Hangout. Simply click the green “Start a Hangout” button in the Chat menu.

Warning: Lucidchart does not store chat messages, so be sure that you save important messages elsewhere before you close the document! We don’t want to see any crying over lost conversations.

If you and your collaborator(s) aren’t working on the document at the same time, or if you would like to store your conversations, use the commenting feature. You can attach comments to a specific shape by following these steps:

  1. Click the shape where you want to leave a comment.
  2. Select the Comment tab from the right-hand Dock.
  3. Click “+ New Comment.”

You can also add comments to the entire document—just click “+New Comment” without selecting a shape. Users can see all comments in the document from the Comment menu on the right-hand side of the screen. Collaborators can respond to individual comments by clicking on a message in the Comment menu first.

Need to get someone’s attention? You can mention other team members in comments by typing “@” followed by the person’s name or email address.

If you don’t know what object a comment is associated with, simply select the comment and click the locate button (looks like a pinpoint).

Commenting Menu

Add Lucidchart to the collaborative platforms you already use and love such as Slack and Microsoft Teams.

Learn how to use Lucidchart in Microsoft Teams in this Help Center article!

Or, learn how to integrate Lucidchart with Slack in this Help Center article!



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