Sharing
Access and visibility
How access works for shared galleries (always public) and workspaces (public, login required, or private).
Use this article to understand who can open your "shared gallery" or "workspace", and how to set access on the "Publish" tab.
Shared galleries and workspaces follow different access rules. Shared galleries are always open to anyone with the link. Workspaces give you three authentication options.
Shared galleries are always public
Every "shared gallery" is public. On the "Publish" tab, the "Authentication" section shows an info alert:
"Galleries are always public": Anyone with the link can view this gallery.
There is no sign-in requirement and no private mode for shared galleries. Anyone who has the "Shareable link" can view and download files (subject to download settings on the Settings tab).
If you need to restrict who can open a link, create a "workspace" instead and set "Login required" or "Private" access.
You can still set an "Expiration date" on the "Publish" tab so the shared gallery link stops working after a chosen day.
Workspace access options
Workspaces are configured on the "Publish" tab under "Authentication". Three options are available:
| Option | Who can open it |
|---|---|
| "Public" | Anyone with the link, no sign-in needed |
| "Login required" | Anyone with the link must sign in to Clipido before viewing |
| "Private" | Only members of selected access groups can open the workspace |
New workspaces are created as "Public" by default. Change the setting before sharing the link if you need stricter access.
Private workspaces and access groups
When you Select Private, a "Members" section lists the access groups that can open the workspace.
- click Add access group to attach a group.
- click Manage access groups to create or edit groups elsewhere in Clipido.
If no access groups are selected, a warning appears: "No access groups selected": No one will be able to access this portal until you add at least one access group.
Private workspaces are useful when only a specific client team, partner organization, or internal group should see the files. Members must belong to one of the selected access groups.
Login required vs private
"Login required" and "Private" both involve sign-in, but they work differently:
- "Login required" lets any signed-in Clipido user with the link open the workspace. Use this when you want accountability (knowing who accessed files) without maintaining an access group list.
- "Private" limits access to members of specific access groups, even if other people have the link and a Clipido account.
Someone who is signed in but not in a selected access group sees a blocked page on a private workspace, not a login prompt loop.
The public link field
Both shared galleries and workspaces expose a copyable link on the "Publish" tab. For workspaces the label is "Public link"; for shared galleries it is "Shareable link". Copy the link and send it to recipients. Their ability to open it depends on the access settings above.
Important
A "public link" on a private workspace still requires the recipient to be in an allowed access group. The link itself is not secret authentication; private access is enforced by group membership after sign-in.