Skip to main content
WIKIO AI makes it easy to share your work with the right people at the right time. Whether you’re collaborating with teammates, getting feedback from clients, or presenting to stakeholders, our flexible sharing options keep you in control.

​
Sharing overview

In WIKIO AI, you can share content at different levels:
  • Individual assets — Share a single video, image, or file
  • Collections — Share a curated group of assets
  • Projects — Give access to an entire project workspace
Each sharing method gives you granular control over what recipients can see and do.

​
Share an asset

To share an individual asset:
  1. Open the asset you want to share
  2. Click the Share button in the top-right corner
  3. Choose how you want to share:
    • Add people — Invite specific users by email
    • Copy link — Generate a shareable link
  4. Set the appropriate permissions
  5. Click Share to send the invitation or copy the link
When you share via link, you can track who has viewed your content and when they accessed it.

​
Share a collection

Collections let you group related assets and share them together:
  1. Navigate to your collection
  2. Click Share in the collection header
  3. Add collaborators by email or generate a link
  4. Configure collection-level permissions
  5. Confirm sharing
Recipients will see all assets in the collection based on their permission level.

​
Share a project

Project sharing gives access to the full project workspace:
  1. Open the project settings
  2. Go to the Members tab
  3. Click Invite members
  4. Enter email addresses and assign roles
  5. Send invitations
Project members inherit access to all assets within the project unless you configure specific restrictions.

​
Permission levels

WIKIO AI offers five permission levels to control what collaborators can do:
PermissionDescription
Can viewView assets and leave comments
Can commentView assets, add comments, and participate in discussions
Can editAll of the above, plus edit assets and upload files
Can manageAll of the above, plus manage members and settings
Full accessComplete control including delete and transfer ownership

​
Permission comparison

  • View shared assets
  • React to comments with emoji
  • No login required for link-based access
  • Cannot download unless explicitly allowed
  • Cannot invite others
  • Everything a Viewer can do
  • Add comments on assets
  • Mention team members with @
  • Record voice note comments
  • Add visual annotations on frames
  • Everything a Commenter can do
  • Upload new assets
  • Edit asset metadata
  • Run AI workflows (transcription, subtitles, dubbing)
  • Delete their own uploads
  • Everything an Editor can do
  • Invite and remove members
  • Change member permissions
  • Create and manage collections
  • Resolve and archive comment threads

​
Workspace roles

In addition to asset-level permissions, WIKIO AI uses workspace roles to define what users can do across your organization:

Owner

Manages billing, workspace settings, and can transfer ownership. One per workspace.

Admin

Creates teams, manages members, views audit logs, and handles workflow templates.

Member

Standard internal collaborator who can create projects, upload assets, and invite others.

Guest

External collaborator with project-limited access. Cannot invite others or manage settings.

​
Viewer role

Viewers receive link-based access without needing to log in. They’re identified by their email address via a unique link. If a Viewer creates an account, they can request promotion to Guest or Member.
Owners can disable Guest access at the workspace level if your organization requires all collaborators to be full members.

​
Share with external collaborators

WIKIO AI makes it simple to collaborate with people outside your organization:
  1. Click Share on any asset, collection, or project
  2. Select Copy link
  3. Configure link settings:
    • Link expiration — Set an expiry date
    • Password protection — Require a password to access
    • Download permissions — Allow or prevent downloads
    • Comment permissions — Enable or disable commenting
  4. Share the link via email, Slack, or any other channel

​
Inviting guests by email

  1. Click Share and select Add people
  2. Enter the recipient’s email address
  3. Choose their permission level
  4. Add an optional message
  5. Click Send invitation
The recipient will receive an email with a link to access the shared content.
External viewers are logged by their email address, and all activity is tracked in your audit log.

​
Request feedback and reviews

WIKIO AI’s review workflow makes it easy to collect structured feedback:

​
Share and ask for review

  1. Open the asset you want reviewed
  2. Click Share → Request review
  3. Add reviewers by email
  4. Set a due date (optional)
  5. Add instructions or context
  6. Send the request
Reviewers can:
  • Leave timestamped comments on specific frames
  • Add visual annotations and drawings
  • Record voice note feedback
  • Mark the asset as Approved or Needs changes

​
Track review status

Monitor the review process from your dashboard:
  • See who has viewed your shared content
  • Track comment activity and responses
  • View approval status per reviewer
  • Get notified when feedback is submitted
Use the Jump to next unresolved comment feature to quickly navigate through feedback that needs your attention.
Keep track of all your shared content:

​
View active shares

  1. Go to Settings → Sharing
  2. View all active share links
  3. See who has access and their permission level
  4. Monitor view counts and last access time

​
Revoke access

To remove someone’s access:
  1. Open the shared asset, collection, or project
  2. Click Share
  3. Find the person or link you want to remove
  4. Click the X or select Remove access
  5. Confirm the action
Revoking a share link immediately prevents further access. Anyone with the old link will see an access denied message.

​
Update permissions

  1. Open the share settings
  2. Find the collaborator
  3. Click their current permission level
  4. Select the new permission
  5. Changes take effect immediately

​
Share settings for your workspace

Workspace Owners and Admins can configure organization-wide sharing policies:

​
Sharing controls

SettingDescription
Allow external sharingEnable or disable sharing outside your organization
Require password for linksForce all share links to be password-protected
Default link expirationSet automatic expiry for all new share links
Allow guest uploadsLet external guests upload files to shared projects
Track external viewsLog all access from external collaborators

​
Configure sharing policies

  1. Go to Workspace settings → Security
  2. Navigate to the Sharing section
  3. Toggle settings as needed
  4. Click Save changes
Changes to workspace sharing policies apply to all future shares. Existing shares are not retroactively affected unless you explicitly update them.

​
Notifications for shared content

Stay informed about activity on your shared content:

​
Notification triggers

You’ll receive notifications when:
  • Someone views your shared content for the first time
  • A reviewer leaves a comment or feedback
  • Someone mentions you with @
  • A review is marked as approved or needs changes
  • A share link is about to expire

​
Notification channels

Configure how you want to be notified:
  • In-app notifications — Always enabled
  • Email notifications — Configurable per event type
  • Daily digest — Opt-in summary of unread activity
You can mute notifications for specific assets or projects if you need to focus without interruptions.

​
Best practices

1

Use descriptive names

Name your shares clearly so recipients understand what they’re accessing.
2

Set appropriate permissions

Give collaborators the minimum access they need to do their work.
3

Add expiration dates

For sensitive content, always set an expiration date on share links.
4

Review access regularly

Periodically audit who has access to your content and revoke outdated shares.
5

Use comments for context

When sharing for review, add comments to guide reviewers to specific areas.

​
Frequently asked questions

Yes! You can share via link with anyone. They can view content without creating an account. If they want to leave comments or collaborate more deeply, they can create a free account.
When you share content, WIKIO AI tracks views automatically. You can see view counts and access times in the share settings panel.
Yes. When configuring a share link, you can toggle off download permissions. Viewers will be able to see the content but not download the original files.
By default, Guests cannot run AI workflows like transcription or dubbing. Owners can enable this per project if needed.
Only the workspace Owner can transfer project ownership. Go to project settings and select Transfer ownership to assign a new owner.

Workspace roles

Learn about the different roles in your workspace

Comments and reviews

Master the review and feedback workflow

Teams

Organize your workspace with teams

Security settings

Configure security policies for your workspace