Determining a Card's Viewing Access: Public and Restricted Cards

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Access Required

You must have Author or Collection Owner permissions in the Collection where the Card lives to manage sharing settings, including restricting access. Admins can also manage sharing settings for any Card they can access.

Editing a Card’s permissions

1. Open the Card in the Guru web app.
2. In the top-right corner, click the Share button to view access details.
3. Click the horizontal ellipsis (⋯) > Edit permissions.

Sharing options

Your Guru teammates

• Allows all users with access to the Card’s Collection (or via folder permissions) to view the Card.
• Optional: Allow images and files uploaded to this Card to be shared outside of Guru
  • Users with Collection or folder access can always see uploaded files.
  • If public Card sharing is enabled by an Admin or a relevant custom role, selecting this option allows files in this Card to be accessible by anyone with the file link.
  • This setting does not apply to externally hosted files (e.g., Google Drive).

Restricted

• Only the author and specific Guru teammates shared on the Card with can access it.
• Useful for content in development or when limiting visibility is necessary.
• Who can restrict or unrestrict a Card:
  • Any Author or Collection Owner in the Collection where the Card lives and who has access to the Card link can restrict or unrestrict a Card.
  • The original Card creator will always be able to access and manage any Card they created, even if it's restricted.
  • Admins can access any Card when provided with the direct link and can restrict or unrestrict it, even if they weren't added as a collaborator. However, Admins cannot search for a restricted Card, view it in Analytics, or see it in the Card Manager if they are not invited.
• Limitations:
  • Restricted Cards cannot be added to folders.
  • Restricted Cards will not be seen in the Collection hierarchy. They are accessible only by direct link or in the Card Manager for the original author and individuals who were provided access to the Card.
  • A lock icon next to the Share button indicates the Card is Restricted.

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Tip

Want to share content with others before making it visible to everyone? Share the draft instead.

Public

• Public (no sign-in required): Anyone with the link can view the entire Card, including images and attachments.
• Public Cards do not appear in search for users who do not have Collection or folder access.
• A globe icon next to the Share button indicates the Card is Public.

Frequently asked questions about Card permissions

Where can I see how many public views a Card has?

Using Group and User Drilldown:

1. Go to Analytics.
2. Open Group and User Drilldown.
3. At the top, set the Source Application filter to Public. You can also apply any other filters as needed.
4. Review the data to see information on public views.

Viewing public Card usage in the Card

1. In the Card itself, click the three stacked dots (More Options).
2. Scroll down and select Card Usage by User.
3. Locate the Public section to view public usage data.

Checking public Card views in Card Manager

1. Go to Card Manager.
2. Scroll to the right panel and find the Public Card filter.
3. Enable the filter to show only public Cards.
4. View the results to see the views for each Card.

How do I disable public file sharing in bulk?

1. Navigate to Card Manager in the Guru web app.
2. Under Filter by Attribute, check the box for Sharing.
3. Click the button next to File access is set to "public".
4. Select the Cards you'd like to update (or use the top-left checkbox to select all).
5. Click the 🔒 Privacy and Sharing icon in the top navigation.
6. Select Your Guru Workspace and click Save changes.