Share a task or a note

You share a task or a note from its own page: the share icon in the header, beside the ⋯, or the ⋯ menu's Share task (Share item on every list but Tasks, your notes included). Both open the same dialog, where you invite people by email address or create a public link. Once shared, the people you invite see the task and a new shared conversation about it, and they edit its title and body while its status, its due date and its other properties stay yours.

Where the share dialog is

In the browser and in the Mac app the share icon sits in the header, beside the ⋯. The same dialog opens from the ⋯ menu, from a row's right-click and from the command palette. On the iPhone the dialog is a sheet: the banner, the people and the link each in their own grouped card, and the invite field pinned above them.

Hovering the header's share icon says where things stand before you open anything: "Only you can access" on something private, otherwise the share's own line, such as "Shared with 2 people" or "Anyone with the link can edit".

What the dialog says before anything is shared

The title is Share task (or Share item), with one line under it: "Once shared, collaborators see this task and a new shared conversation. Your private conversation about it stays private."

Under that, a status banner always says where things stand. Before you share it reads "This task is private. Only you have access. Roma's operator sees it, as always." Later it reads "Shared with 2 people. Only they have access.", "Shared with 2 people and anyone with the link." or "Anyone with the link can edit. No one is invited yet."

Invite people by email address

The Collaborators field holds the people about to be invited. Type a full email address and press Enter, or pick from the suggestions: the people you shared with before, under their name and address, and the addresses you invited that nobody has claimed yet. Typing filters them, so half an address finds the person you invited last week. A pasted list of addresses becomes several people at once, and a half address is refused with "Enter a full email address."

One level applies to everyone in the field, picked inside the field, Can edit by default. Share sends, and the people move into the list under the field at once, greyed until the invitation has gone out, then as rows with their email under their name. A row reads Invited until that person signs in.

Each row carries a dropdown with the person's level, and the dropdown explains each level in one sentence. On a task, Can edit reads "Collaborators can use the sidebar chat and operator to edit the task title and body." Full access is the same sentence ending "and can also invite other collaborators." At the dropdown's foot sit Resend invitation, while the row reads Invited, and Remove.

Create a public link

The Invite via link section is off until you turn it on: "Link sharing is disabled." with a Create public link button. The link is on your clipboard the moment it exists, so you can paste it straight away. Once on, the section reads "Link sharing is enabled.", shows the link with a copy glyph inside the field, and says "Anyone who has the link can open it and pass it on.", with "2 people joined with it." once anyone has. A text link, Disable link sharing, ends it.

A link gives Can edit and nothing else. There is no level to choose on a link, and nobody who joined through it can invite anyone. How links behave, and how invitations differ, is in invitations, public links and Shared with me.

What the other person can do

Anyone with Can edit or Full access edits the title and the body, comments on a passage and writes in the shared conversation. Images and files inside the body are part of the body, so they are everyone's. Their edits stay when sharing ends.

The status, the due date, every other property and the task's attachments are yours alone. A member who hovers one reads "Only the owner can change this." (on the iPhone a tap says it). Version history and restore are yours too, as is the reminder on the task.

Members do not file the task anywhere: it shows under Shared with me for them, it has no Move for them, and it cannot be moved into a list of their own. A member of a task shared on its own has no reminder of their own on it either. Everything a level does and does not allow is in Roles: Can edit and Full access.

How a shared task looks

Wherever its row appears, a shared task wears a small shared mark, and the header's share icon describes the share on hover. On the iPhone the detail shows a Shared pill among the metadata pills, and the initials of the people editing the body right now in the toolbar.

The task's conversation gains a switch above it. Thread is the shared conversation everyone reads, and it opens by saying what is shared and who is here. Global is your own private chat, where a message carries the task along as context without anyone else seeing it. On the iPhone the chat sheet's menu offers Shared chat and Global the same way. There is no New chat on a shared task: its one shared conversation is the conversation. More in the conversation on a task or note.

Copy link is not the public link

Every task and note has a link of its own, the address of its page. Copy link copies it, from the ⋯ menu directly under Share and from the link icon in the header, and it grants nothing: it opens for whoever already has access and tells everyone else they have none. Copying it creates no public link and invites nobody. The public link is a different thing, created and copied in the share dialog alone.

Questions people ask

Can the person I shared a task with mark it done or move its due date?

No. On a task shared on its own, the status and the due date stay with the owner, and a member who tries sees "Only the owner can change this." Inside a shared list it is different: everyone in the list sets the status and the due date of every item in it.

Can I share a note the same way as a task?

Yes. A note is an item on your Notes list, so its ⋯ menu reads Share item, and the same dialog opens. The people you invite read and edit the note's title and body, and they get the same shared conversation about it.

What happens to my earlier conversations about the task?

They stay yours. Sharing starts a new shared conversation, and your private conversation about the task stays out of reach of everyone you share with.

Can I share a task that repeats?

Share one occurrence of it. The template a repeating task is made from is never shared, so the Share action is not offered on it.