Share conversation
Audience: end users, admins, and support/CS teams
Where: any conversation page → header actions (next to the translate, follow-up email and notification icons) → Share icon
1. What the feature does
Share conversation lets a user give someone else access to a single recorded conversation — a digital meeting, live meeting, phone call or email thread — without changing any account-wide privacy or permission rules.
It answers three questions in one dialog:
- Who gets access — individual people, a whole team, a whole department, or anyone with a link.
- What they see — which parts of the conversation are visible.
- How long and how much they can do — view only vs. view & comment, and link expiration.
Sharing is always additive and per-conversation. It never grants access to other conversations, and it never overrides Conversation Privacy rules that mark a conversation as private.
2. Opening the dialog
Click the share icon in the conversation header. The dialog has two tabs on the left and a live current access panel on the right.
| Tab | Use it for |
|---|---|
| People | Named access for users, teams or departments inside your account. |
| Link | A shareable URL, either restricted to account members or open to anyone. |
The right-hand panel always shows Shared with (named recipients) and Active links, so the owner can audit and revoke access without leaving the dialog.
3. People tab
3.1 Choosing recipients
The recipient picker is a searchable org tree:
- Departments – expands to its teams.
- Teams – expands to its members.
- People – individual users.
Type in the search box to filter departments, teams and people at once. Selecting a department or team shares with everyone in it, including people who join it later — this keeps access correct as the org changes.
Selected recipients appear as chips and can be removed with the × on the chip.
3.2 Permission
| Permission | Recipient can |
|---|---|
| View only | Read the shared sections. |
| View & comment | Read, plus post comments on the conversation. |
3.3 Confirming
The primary button reads Share with N recipients and is disabled until at least one recipient is selected. After sharing, each recipient appears in Shared with on the right, labelled with its permission and content preset, and can be removed with the trash icon.
4. Link tab
4.1 Who can open
| Option | Behaviour |
|---|---|
| Account members | Recipient must be signed in to your account. |
| Anyone with link | No sign-in required. A warning is shown, because the link is the only credential. |
4.2 Expiration
Set a date to make the link stop working automatically, or leave it empty for No expiration. Expiration is strongly recommended for Anyone with link shares — many customers enforce this by policy.
4.3 Generating
Generate link creates the URL, copies it and adds it to Active links on the right, tagged Account only or Anyone. Links can be copied again or revoked from that panel.
5. Content to share
Both tabs use the same content control, so a share is never all-or-nothing. The summary is always included; every other section is opt-in.
5.1 Presets
| Preset | Includes |
|---|---|
| Summary only | Just the AI summary — nothing else. |
| Standard | Summary, transcript, speaker timeline, existing comments. |
| Full access | Everything, including AI insights, playbook, AI chat and comment posting. |
| Custom | Any combination; shown automatically as soon as the selection stops matching a preset. |
5.2 Individual sections
| Section | What the recipient gets |
|---|---|
| Transcript | Full written record of the conversation. |
| Speaker timeline | Talk ratio and who spoke when. |
| AI insights | Topics, trackers and action items. |
| Playbook | Playbook scoring and step results. |
| AI chat | Ability to ask AI questions about this conversation. |
| Comments | Existing comments and replies. |
| Allow posting comments | Recipient may add new comments. |
Sections are multi-select: pick a preset as a starting point, then toggle individual sections. Selected sections appear as badges on the picker.
Guidance: internal coaching usually needs Full access; a customer-facing recap usually needs Summary only or a custom selection without the playbook and internal AI insights.
6. How sharing interacts with privacy and permissions
- Private conversations stay private. If a conversation is private — set manually, or automatically by the user's auto-private rules on participant domain or title keyword — only the owner can share it.
- Sharing does not change rules. Conversation Privacy rules at account, department and team level define the default who-can-see model. Sharing is a standalone, one-off grant on top of that; it is not a rule and does not inherit anywhere.
- Rights are unaffected. Being shared a conversation never grants admin rights, and never exposes other conversations from the same owner.
- Everything is logged. Share created, link generated, link opened and access revoked are recorded in Audit Logs under the Sharing category for enterprise customers.
7. Revoking access
Open the share dialog again and use the right-hand panel:
- Remove a named recipient with the trash icon — access ends immediately.
- Revoke a link — the URL stops resolving for everyone who holds it.
Revocation is immediate; recipients keep no cached copy of restricted sections.
8. FAQ
Can I share with someone outside the company? Yes — use the Link tab with Anyone with link, ideally with an expiration date. For named external access, the person must exist as a user in your account.
What happens if I share with a team and someone joins it later? They get access automatically. Share with individuals instead if you need a fixed audience.
Can a recipient re-share? No. Only people with access to the conversation in the product (owner, participants, and users covered by privacy rules) can create new shares.
Do recipients see the recording as well as the text? Yes — video/audio playback and the summary come with every share. The content picker controls the additional sections listed above.