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Sharing breaks down two ways: the same split as people inside your org versus anyone with a link. For org members, access still comes from organization roles plus shares on Sources and Collections. This page adds two tools on top of that: shareable web links that let anyone view a Collection without a 1Archive account, and source group visibility that limits which team members see a given group of Sources. For people outside the org, share links are the whole story. They never see your catalog, only the Collection the link points to. Collections can be shared as a public web link. Recipients open the link in any browser. No 1Archive account or login is required. The web viewer shows the collection’s files exactly as you have curated them. Any organization member with access to a collection can generate a share link for it. You can generate multiple links for the same collection (for example, one per client or project milestone) and revoke them independently.
1

Open the collection

In the sidebar, go to the Collections tab and click the collection you want to share.
2

Open sharing options

Click the Share button or icon within the collection view. This opens the sharing panel for the collection.
3

Generate a new link

Click Generate link. 1Archive creates a unique URL for the collection and adds it to the list of active links. Click the copy icon to copy the link to your clipboard.
4

Send the link

Share the URL directly with whoever should have access. Anyone with the link can view the collection.
Share links are not password-protected by default. Anyone who receives the link can view the collection. Revoke any link that should no longer be accessible.
The sharing panel lists every active link for the collection, ordered from newest to oldest, along with the date each was created. This lets you see at a glance how many links are in circulation and when they were generated.
1

Open the sharing panel

Open the collection and click Share to see all active links.
2

Delete the link

Click the delete (trash) icon next to the link you want to revoke. The link is immediately disabled. Anyone who tries to open it will no longer be able to view the collection.
Revoking a link does not affect the collection itself or any other links you have generated for it.

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What recipients see

When someone opens a share link, they land on the 1Archive web viewer: a browser-based, read-only view of the collection. They can browse files, view thumbnails, and access metadata included in the collection. They cannot edit anything, access other collections, or see any part of your organization’s catalog beyond what that specific link points to.
If you want to share different subsets of files with different audiences, create separate collections for each group and generate a dedicated link per collection.

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Controlling source group visibility

Source groups have a visibility setting that controls which team members can see them. Only Admins can change a group’s visibility or manage its restricted member list.

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Visibility options

SettingWho can see the group
OrgAll members of the organization
RestrictedOnly members explicitly added to the group’s member list
By default, source groups are visible to the whole organization. Switch to Restricted when a group contains sources that only certain team members should access (for example, a client’s raw footage that only their assigned editor and producer should see).

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Setting a source group to restricted

1

Open the source group settings

Right-click the source group in the sidebar, or open it and click the settings icon. Select Visibility or Edit group settings.
2

Choose Restricted

Set the visibility to Restricted. The group immediately becomes invisible to anyone not on its member list.
3

Add members

Add the team members who should have access. For each member, choose whether they get Edit access (can add sources to the group) or View access (can see and browse sources only). See Roles & Permissions for how these levels interact with organization-wide roles.
When you switch a source group from Org to Restricted, all organization members who are not explicitly added to the member list immediately lose access to that group. Make sure you add the right people before saving.

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Managing members of a restricted source group

Once a source group is set to Restricted, Admins can add or remove members and change each member’s access level at any time. To add a member: Open the source group settings, navigate to the members list, and select a team member along with their access level (Edit or View). To remove a member: Open the source group settings, find the member in the list, and click Remove. They lose access immediately. To change a member’s access level: Open the source group settings, find the member, and update their access level from Edit to View or vice versa.
Editors and Viewers cannot manage source group membership. Only Admins can add, remove, or change access levels for members of a restricted source group.