Once you have created your note, you may want to share your work with people who can give feedback and add value. Share your note with anyone to collaborate and drive alignment — even with people who are not users in your Aha! account. Account administrators can enable or disable all note sharing for your Aha! account at any time.
Share a note
You can share a note with anyone — just send them a shareable link. Anyone in your account can share a personal note that they have created. Owners or contributors can also share workspace notes — but viewers and reviewers for a workspace cannot share workspace notes.
To share a note:
Open your note and click the Share button in the upper right corner.
Click Get shareable link.
Select whether anyone with the link can View or Edit the note.
Click Copy link.
Share the link with anyone.
You can disable the link whenever you choose. If you disable the link, anyone who has the link but has not yet accepted access to the note will not be able to access it.
If the person you want to collaborate with is not a user in your Aha! account, they can still collaborate on your note:
If they do not have an Aha! account or trial in progress, they will be prompted to create a free guest account. After they do, they will be able to access the document you shared with them.
If someone accesses your shared document while they are in a trial period and then their trial expires, they will not lose access — their trial account will become a free guest account so they can continue to access and collaborate on shared documents.
Users with guest access to any document in your account will not have access the document's Share menu.
If a reviewer has permission to view, but not edit a document, they can click Request edit access to send an email to the workspace owners and the person that created the document. A workspace owner can then choose to update the edit permissions for all reviewers.
Viewing and editing permissions
After you have generated a shareable link, you can configure viewing and editing permission for any individual note. Select the Share menu. You will see two different permission sections:
Guest access: Anyone who has accessed your note from a guest or trial account will be listed here. Click anyone's initials to change their permission to Edit, View, or View and comment. Hover over a guest's initials or avatar and click the trash icon to revoke their access.
Reviewer access: The default reviewer permissions for your document will be inherited from your workspace settings, but you can change them on a per-document basis. Select View or Edit to update all reviewer's permissions for your note.
Accept a note
Your colleague will provide you with a link when they want to share a note with you. Click the link to open the invitation to view the document. You can then select an option to View the document or Ignore the document.
You will be prompted to log in or sign up if you choose to View the document.
If you do not have an Aha! account, you can create a free guest account to view the document.
If you do have an Aha! account, log in to the view the document. After you have accessed it, the document will appear in the Shared with me section of your My work page. If it is located in a workspace that you have access to in your account, it will open within that workspace.
To see who has access to a shared document and will potentially see any edits you make, click the Shared icon at the top of the document next to its title.
Configure sharing settings
Account administrators can navigate to Settings ⚙️ -> Account -> Security and single sign-on and uncheck the box next to Enable document sharing at any time to turn off link sharing for notes. Doing so will turn off all link sharing in the account for notes and whiteboards. Any links that were generated prior to disabling this setting will stop working, and both personal and workspace notes and whiteboards will no longer be shareable with users outside of your Aha! account.
When document sharing is enabled, anyone in your Aha! account can share a personal note that they have created. Owners and Contributors can share workspace notes. Viewers and Reviewers cannot share workspace notes.
Export a note
The Export button offers you several options to export and display your note. You will find the Export button in the upper right corner of your screen. From the Export menu, you can:
Add to Whiteboard as image to add an image of your note to a new whiteboard in your personal notes.
Add to Webpage to share a workspace note as a webpage.
If you have enabled Aha! Ideas Advanced in your Aha! account, you can use this option to embed a note in a custom page in your ideas portal.
Export PNG image or PDF document for a static version of your note.
Share your note to a custom page on your ideas portal
If you are an Aha! Ideas Advanced plan customer and have customization administrator permissions, you can share notes by adding them to custom pages on your ideas portal. Create a note with instructions for how to use the portal, or updates like release notes and news about upcoming features, then publish them to a custom page that will show in your portal's navigation.
Custom pages cannot be added to submit-only portals or to portals using the classic design.
To add a note to a custom page, go to Settings → Pages and click + Get started. Then click the Add page button to create your first custom page. Select Note. Next, configure your page settings:
Page name - This appears as the page's tab name at the top of your portal.
Heading (optional) - This will be shown as a title at the top of your custom page.
Description (optional) - This is a rich text field that you can use to provide context about the roadmap or note you share on this page.
Note selection - Here, you can select any note in any workspace that you have access to view. If a note has nested notes beneath it, those will also be shared along with a left navigation.