Internal Sharing
Team Access
By default, resources are accessible to everyone who has access to the project:- Workspace members see resources in projects they belong to
- Project members have full access to resources within their projects
- Admins can access all resources in the workspace
Sharing Within Your Team
To share a resource with a teammate:- Send them the link directly (via chat, email, etc.)
- Mention the resource in project chat
- Link to it from another page
Public Sharing
Share resources with people outside your workspace using public links.Making a Resource Public
1
Open the resource
Navigate to the page, spreadsheet, or board you want to share.
2
Click Share
Click the Share button in the top right corner.
3
Enable public access
Toggle Public access to on.
4
Copy the link
Copy the public link to share with anyone.
Public Link Types
| Resource Type | Public Access |
|---|---|
| Pages | View-only access to the document |
| Spreadsheets | View-only access to the data |
| Boards | View-only access to the whiteboard |
Custom URLs
Make your public links more professional with custom URLs:1
Open sharing settings
Click Share on your resource.
2
Set custom slug
Enter a custom slug (e.g.,
product-roadmap instead of a random string).3
Save
Your new URL will be
your-workspace.trilo.app/public/product-roadmap.Custom slugs must be unique within your workspace and can only contain letters, numbers, and hyphens.
Managing Public Access
You can modify public access at any time:- Disable: Toggle off public access to revoke the link
- Change URL: Update the custom slug (old links will stop working)
- Regenerate: Create a new random link if the current one was shared too widely
Public Page Settings
When sharing pages publicly, you can customize what viewers see:Metadata
Set the information displayed when the link is shared on social media or messaging apps:- Title: The page title or a custom title
- Description: A brief summary of the content
- Image: A preview image for link cards
Appearance
- Choose whether to show the page title
- Select whether to display the last updated date
- Decide if you want to show the author
Sharing Best Practices
Use descriptive custom URLs
Use descriptive custom URLs
Instead of random strings, use meaningful slugs like
api-documentation or brand-guidelines. They’re easier to share and look more professional.Review before sharing
Review before sharing
Always review content before making it public. Check for sensitive information, incomplete sections, or internal comments.
Track what's public
Track what's public
Periodically review your public resources. Disable access for outdated content or resources no longer needed externally.
Use appropriate access levels
Use appropriate access levels
Only make resources public when necessary. For trusted external collaborators, consider inviting them as guests to specific projects instead.
Guest Access
For more controlled external sharing, invite external users as guests.Inviting Guests
1
Go to Settings
Click Settings in the sidebar.
2
Select Members
Click on Members.
3
Invite
Enter the guest’s email and select the Guest role.
4
Assign to projects
Choose which specific projects the guest can access.
Guest vs. Public Access
| Feature | Public Link | Guest Access |
|---|---|---|
| Authentication | None required | Sign-in required |
| Tracking | Anonymous views | Named user activity |
| Scope | Single resource | Multiple resources in a project |
| Interaction | View only | Can comment and interact |
| Revocation | Change link | Remove guest access |
Embedding Resources
Embed your public resources in external websites or documentation.Getting the Embed Code
- Make the resource public (see above)
- Click Share and select Embed
- Copy the embed code (iframe)
- Paste into your website’s HTML
Embed Options
- Width/Height: Adjust dimensions to fit your layout
- Border: Show or hide the frame border
- Toolbar: Show or hide editing tools (view-only for public)
Embedded resources update automatically when you edit the original resource in Trilo.
Link Previews
When you share Trilo links in chat or other apps, they show rich previews:- Title: The resource name
- Description: Brief content preview
- Image: Thumbnail or custom image
- Type: Icon showing whether it’s a page, spreadsheet, or board
Security Considerations
Be careful with sensitive data
Be careful with sensitive data
Never make resources containing sensitive information public. This includes customer data, internal financials, passwords, API keys, or personal information.
Audit public resources regularly
Audit public resources regularly
Set a reminder to review public resources quarterly. Remove public access from resources that no longer need to be shared externally.
Use guests for ongoing collaboration
Use guests for ongoing collaboration
If you need to share multiple resources with external collaborators over time, guest access is more secure than multiple public links.
Consider who might find the link
Consider who might find the link
Public links can be shared by anyone who has them. If the content is sensitive, use guest access instead.
Troubleshooting
Public link not working
Public link not working
- Check that public access is still enabled
- Verify the URL hasn’t changed (custom slug update)
- Ensure the resource hasn’t been deleted or archived
Guest can't access resource
Guest can't access resource
- Confirm the guest was added to the correct project
- Check that the invitation was accepted
- Verify the resource is in a project the guest has access to
Link preview not showing correctly
Link preview not showing correctly
- Update the metadata in sharing settings
- Wait for cache to refresh (can take a few minutes)
- Try sharing the link again after updating