Cynoia makes it easy to collaborate on knowledge while keeping full control over who can access what.

Sharing is flexible, contextual, and always tied to collections and notes, not your private space.

🔐 Core Principle

Only notes and folders inside collections can be shared.

Private Notes are always personal and cannot be accessed by others.

Permissions are inherited and predictable, so teams always know who can view or edit content.

What Can Be Shared?

You can share:

• ✅ Individual notes

• ✅ Folders inside a collection

• ✅ Entire collections

You cannot share:

• ❌ Notes in Private notes

• ❌ Private folders outside collections

Sharing a Note

How to Share a Note

1. Open the note

2. Click Share (top-right)

3. Select members by name or email

4. Assign a permission level

5. Click Add

The note instantly becomes accessible to selected members.

Sharing Folders

When you share a folder inside a collection:

• All notes inside the folder are shared

• New notes added later inherit the same permissions

This is ideal for:

• Documentation sections

• Knowledge bases

• Project-specific resources

Sharing an Entire Collection

Collections are the main sharing unit in Cynoia.

Collection Visibility Options

• Private → Only invited members can access

• Public → Visible to everyone with access to the workspace

Sharing a collection automatically shares:

• All folders

• All notes

• The folder structure

Permission Levels Explained

Each shared item supports clear permission roles:

👁 Viewer

• Read-only access

• Can open and search notes

• Cannot edit or delete

Best for

• Stakeholders

• Read-only documentation access

✏️ Editor

• Can edit note content

• Can create new notes inside shared folders

• Cannot delete the collection or change permissions

Best for

• Contributors

• Team members maintaining documentation

👑 Owner / Moderator

• Full control

• Can edit, move, delete

• Can manage sharing and permissions

Best for

• Knowledge base owners

• Project leads

Permission Inheritance (Very Important)

Permissions are inherited downward:

• Collection → Folder → Notes

Examples:

• If a user is an Editor on a collection, they are automatically an Editor on all folders and notes inside it.

• You can add extra permissions at the note level.

Favorites & Shared Notes

Shared notes and folders can be:

• ⭐ Added to Favorites

• Easily found under Shared With Me

This makes large shared knowledge bases easy to navigate.

Best Practices for Teams

✅ Use collections as access boundaries

Create separate collections for:

• Public documentation

• Internal team knowledge

• Sensitive project notes

✅ Share folders, not individual notes (when possible)

This keeps permissions consistent and reduces management overhead.

✅ Keep personal work in Private Notes

Drafts, personal ideas, and unfinished content belong in Private Notes until ready to share.

Quick Summary

• 🔒 Private Notes = personal only

• 👥 Sharing works through collections

• 📁 Folders inherit collection permissions

• 📝 Notes can be shared individually inside collections

• 🎯 Permissions are simple: Viewer, Editor, Owner/Moderator