Draft Sharing is a feature that lets you show draft SOPs (not yet published) to specified users and groups separately from the approval workflow, so they can view and comment. Use this when you want field staff or experienced team members to review the content before publishing.

Shared recipients do not get edit rights. They cannot edit, save, approve, or delete steps—they can only leave comments.

What is Draft Sharing

By default, draft SOPs can only be opened by the initiator and the approval workflow targets. This means that when you want "field staff who aren't approvers to see the content before publishing," you had to either publish it early or show the screen side-by-side.

With Draft Sharing, the initiator just specifies the shared targets (users or groups), and they can open the draft, review it, and leave comments. You can share with people who don't have access rights to the folder (Draft Sharing is a separate pathway from folder access restrictions). Since it's independent from the approval workflow, it doesn't affect the approval process.

● Screen: "Draft Sharing" tab on the SOP editing screen (as seen by the initiator)

[Image: draftshare_tab_owner]

What you need

• Permission: Only the initiator of the draft can set sharing targets. Others (approvers or shared recipients) don't see the sharing settings—they can only use comments
• Who can be a shared target: Users and groups on the same team. Guest users and users who are still being invited (not yet joined) cannot be specified
• Target: Draft SOPs only. Published (issued) SOPs don't show the "Draft Sharing" tab
• Plan: Available on Lite Plan or higher
• Location: Configure from the [Draft Sharing] tab at the top of the SOP editing screen

Set sharing targets (initiator)

1. Open [SOP] → [Drafts / Approvals] in the left menu, and click the target SOP from the [Draft] tab
2. Open the [Draft Sharing] tab at the top of the editing screen
3. Click [Change shared targets]
4. Choose individuals in Shared users or groups in Shared groups (you can use both)
5. Click [Save sharing settings]

● Screen: Sharing settings dialog that opens from [Change shared targets]

When saved, only newly added shared targets receive a notification email with a direct link to the target SOP. Already-shared recipients don't receive the email again.

Share by group

Each time you click a group name in Shared groups, the selection toggles as follows:

• Attempt 1: Share with the group and all subgroups' members
• Attempt 2: Share with only direct members of that group (excluding subgroups)
• Attempt 3: Deselect

Sharing targets are confirmed at the point when members are expanded. People who join the group after saving are not automatically added; if needed, save again.

No need to share with approvers

Users in the approval request automatically can view the draft. You don't need to specify them again as shared targets.

How it appears to shared recipients

Shared recipients can open the draft in either of these ways:

• Open from the link in the notification email
• Open [SOP] → [Drafts / Approvals] in the left menu and open from the [Shared drafts] tab (for view-only users, the menu shows [Shared drafts])

● Screen: [Shared drafts] tab on "Drafts / Approvals"

When opened, a [Shared draft (view/comment only)] tag appears at the top, and the [Comments on draft] tab opens first. You can check the step details from the [Step details] tab.

In this state, you cannot edit, save, publish (request approval), approve, revise, duplicate, delete, or share via QR Code. You can only leave comments.

Exchange comments

1. Open the [Draft Sharing] tab (shared recipients open [Comments on draft])
2. Type a comment in the input field at the bottom of the screen and click [Post comment]

When posted, a notification email containing the comment is sent to the initiator and anyone who previously commented on this SOP (except yourself). Shared recipients who haven't yet commented don't receive a notification.

Comments appear instantly and update on everyone's screen viewing the draft. The poster's name and timestamp are displayed together.

● Screen: Draft comments list and input field

Unlink sharing

The initiator opens [Draft Sharing] → [Change shared targets], deselects the user or group you want to remove, and clicks [Save sharing settings]. That SOP disappears from the removed person's [Shared drafts] tab.

Also, when you publish the SOP, it automatically disappears from the [Shared drafts] tab. After publishing, view access follows the folder's access restrictions.

Frequently asked questions

Can a shared recipient accidentally edit the SOP?
No. Edit, save, and approval buttons don't appear on the shared recipient's screen—it's read-only.

Can I share with someone who doesn't have access rights to the folder?
Yes. Draft Sharing is a separate mechanism that grants view access independently from folder access restrictions. Since you're showing draft content, please confirm the shared targets before proceeding.

Can I share with guest users?
No. Guest users don't appear in the sharing target candidates.

What happens to draft comments after publishing?
After publishing, the SOP doesn't show the "Draft Sharing" tab, so the comment section also disappears.

What if a shared draft also appears in "Waiting for your approval"?
The approval workflow takes priority. If you open it as an approver, it's not read-only—you can approve or reject normally.

Related information

Access restrictions on published SOPs, assets, and more

User permissions and permission slots

Re-editing SOPs rejected (sent back) in the approval workflow