This topic describes how to share a Presentation within Board and all available options.
Presentations can be shared with other or all Board users in a single Platform: Presentations shared this way can be viewed only within Board.
When an owner shares a Presentation they have created, they have the option to grant or withhold editing privileges. Granting these privileges allows shared users to access the file in Edit Mode, share it with others, and even manage permissions for everyone except the Presentation owner.
The Presentation owner always has full access to the Presentation and no other user can revoke their editing privileges.
Security Profiles ensure that everyone sees only the information they are allowed to see. Because of this, two users looking at the same Presentation might see different data based on their specific access levels.
To share a Presentation:
Open the desired Presentation in Edit Mode and click on the share icon
in the top menuIn the popup window, choose the intended recipients of the Presentation:
Click the "SELECT RECIPIENT" button in the top left of the window from either the User tab or the Groups tab respectively to select individual users or an already created group of users
From the list, select whether a user can view, edit, or both using the checkboxes to the left of their name
To remove a user from the list, unselect the checkbox(es). When choosing "Can edit", "Can view" is automatically enabled as well.
Click "DONE" in the top left of the window
Click "SAVE" to share the Presentation with the selected users.
To share a Presentation with all Board users or a User Group, select the "Group" tab in the top left corner of the window, then select which group or the "All users" group.
Known limitation
When a Presentation is shared with a User Group (excluding the All users group), users who belong to that group may not see the Presentation immediately. Even if a user is already a member of the selected group, the shared Presentation will not appear in their list until they log out and log back in to Board.
When sharing a Presentation with users, they receive the following notification message in Board. If they are offline, they will get the notification message as soon as they log into Board.
Multiple users working on the same Presentation
When two or more users are working on the same Presentation, the following scenarios apply:
They can add Slides at the same time
They can apply changes to the same Presentation at the same time. When this happens, the last save overwrites the others, regardless of Security Profiles
If a user creates a Slide (without saving it) and another creates another Slide with the same title, they are both able to edit and save it, but only one Slide is added to the Presentation and the last save overwrites the previous ones.
Leave Sharing
The Leave Sharing feature allows users to remove themselves from the sharing list of a shared Presentation. When a user selects Leave Sharing, the Presentation is immediately removed from the user's workspace and is no longer visible. Access can only be restored if the Presentation owner shares it again.
This action is available within the Presentations section of Board and is not accessible from the System Administration section.
Users without permissions cannot delete shared Presentations. However, they can either archive them (a reversible action) or use Leave Sharing to permanently remove them from their workspace.
To leave a shared Presentation:
Open the drop-down menu in the Presentations section to display the available views:
All Presentations
Favorites
My Presentations
Shared with me
Archived
Select “Shared with me”. This view displays all Presentations shared with the user.
Locate the desired Presentation and click on the three-dot menu icon
next to its name.Select on “Leave Sharing” to leave the Presentation. A confirmation dialog is displayed informing the user that they are about to remove themselves from the sharing list. The dialog highlights that this action is irreversible and that access to the Presentation can only be restored if the owner shares it again.
Click “Yes, leave” to confirm and remove the Presentation from the workspace, or “No” to cancel the action and retain access.
