Workshop gives you the flexibility to control who has access to specific emails, templates, and campaigns. With Workshop's sharing and privacy features, you decide how to collaborate with your team, while keeping everyone's workspace organized.
What Content Can You Control?
As the owner of an email, template, or campaign, you choose who can access it.
Options include:
- Specific individuals
- User groups: Share with entire departments or teams for easier collaboration.
- Non-users: Sharing with someone outside Workshop automatically invites them to create a Workshop user account.
What Are User Groups?
With user groups, you can group together like-minded individuals. For instance, you could create a Workshop user group for everyone in a specific department. This allows you to always share content with your full department instead of having to select each individual separately. A few other ideas:
- A group of stakeholders who are working on a specific campaign together
- A group for approvers so that it is easy to share content before pressing send
- A group for admins is an easy way to share all content so that you get a full picture of your analytics
Users can belong to multiple groups, giving you flexible control over access.
When Should You Limit Sharing?
Consider restricting access if the content:
- is a work in progress and not ready to share.
- contains sensitive information that needs limited visibility.
- is not relevant to everyone, helping to keep workspaces clean and focused.
How to Share Content
EMAIL:
Emails you create are private by default, allowing you to work on them at your own pace and decide when to share access. You can grant access to others at any stage of the creation or sending process.
- In the email editor, click Share in the top actions bar.
- After sending, you share via the Share button next to the actions dropdown.
- In your email list, hover over the email, click the 3-dot menu, and select Share email.
TEMPLATE:
Templates follow the same rules as emails—private by default. This lets you keep templates in progress until you’re ready to share and create templates tailored to yourself or your department that won’t be shared or reused across the organization.
- In My Templates, hover over a template, click the 3-dot menu, and select Share template.
- While editing, click Share in the top actions bar.
Templates are organized into:
- My Templates: Your personal creations.
- Shared with Me: Templates others have shared with you.
- Template Library: Templates provided by Workshop for all users.
CAMPAIGN:
Campaigns are private by default, giving you the flexibility to share or revoke access at any time. Sharing a campaign is a great way to provide broad visibility into campaign-level metrics or groups of related emails for your team or specific individuals.
Unlike emails and templates, sharing a campaign automatically grants access to all emails within that campaign. This ensures that users can easily access communications of a similar nature. By grouping emails within a campaign, you can also measure the overall success of your communication efforts more effectively.
- In the campaign details page, click Share in the top-right corner.
- In the campaigns list, hover over a campaign, click the 3-dot menu, and select Share campaign.
Note: When you share a campaign, all emails within it are shared automatically.
What Can Shared Users Do?
Once someone has access to an email, template, or campaign, they can:
- Edit drafts.
- Share with others.
- Delete content.
- Clone emails or templates.
- Add emails to campaigns.
FAQs
Can I share an email/template/campaign with all users within Workshop?
Yes! Update the General Access settings to share content with everyone in your company.
Do template users get automatic access to emails created from the template?
No, emails created from templates are private and must be shared individually.
Why can’t I find an email, template, or campaign I used to see?
You may have been removed from access. Contact the owner or team member for access. (Note: Owners can’t lose access to their content.)
Why Can’t Text Messages Be Restricted?
Unlike emails, text messages are part of two-way conversations in shared inboxes. To manage visibility:
- Limit which employees a user can text via permissions.
- Use multiple SMS phone numbers to reserve sensitive conversations for specific users.
- This restricts users to only seeing messages sent from the phone number they have access to.
Note: Workshop does support multiple phone numbers within a single company account. This feature enables the ability for you to assign sensitive text messages to specific SMS phone numbers, ensuring that only designated users can access those messages and their associated inboxes.