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Manage Workspace auto-share settings

Otter Help
  • Updated

Admins can manage the default conversation share settings for calendar event recordings. Settings will apply to all members in the Workspace.

Plan: This feature is only available for the Enterprise plan. If you do not see this setting in your Workspace, please contact your account manager to enable this feature. 

Manage Workspace Share Settings

Note: Only admins can manage the share settings for the Workspace. If you have any questions about share setting options, contact your admin.
  1. Sign in to Otter.ai as an admin.
  2. Click on your profile and select Manage Workspace. Navigate to the Settings tab.
    manage workspace _ settings.png
  3. Click Edit to manage the Workspace settings.
    edit Workspace auto-sharing options.png
  4. In the pop-up, choose the share settings available for members and the default setting. Learn more about each share setting option.
    auto-share pop-up options.png
  5. Click Next once you have finished selecting the options.
    auto-share options.png
  6. Click Apply changes to confirm the settings.
    • Apply to all. Will override any current settings members have previously made. New members in the Workspace will reflect the chosen default setting.
    • Apply to all, but keep member customizations. Members who previously changed their settings will not be affected; their settings will remain. All new members will reflect the default choice.
      apply changes.png
      Note: If selecting the 2nd option, members’ settings will still be affected if the setting is no longer available. Settings that are no longer available will be updated to the default option.

The Workspace settings will apply and reflect at the account level in Account Settings > Meetings > Default audience for shared notes.

share settings overview.png

Turn off automatic sharing for the Workspace

Turn off automatic sharing for calendar event conversations. This will prevent all calendar events from being automatically shared with guest participants.

Note: Members can still manually share conversations.

Uncheck all share settings options. Don’t share - keep meeting notes private will be the only option left.

don't share keep meeting notes private.png

This will prevent all calendar event conversations from being automatically shared. This setting applies at the account level, including individual calendar event share settings.

don't share default setting.png

Note: Members can still set individual calendar events to automatically share to Channels.

FAQS

Can I lock the Workspace share settings to one option?

  • All event guests, Guests with email address, and Guests who are members of the Workspace options cannot be locked.
  • This admin feature does not lock the auto-share preferences.
  • Individual users can still override the Workspace default settings within the available settings in Account Settings > Meetings.
  • However, if a Workspace wants to prevent auto-sharing completely, admins can remove all options except Don't share - keep my notes private, effectively locking this setting for all members.

Can I uncheck ‘Don’t share - keep meeting notes private’?

  • No.
  • Don’t share - keep meeting notes private will always remain as an option for users to keep their meeting notes from being automatically shared.

Why is my original setting no longer showing, even though I selected the option to keep member customizations?

  • Apply to all, but keep member customizations will only apply for the following:
    • Member previously changed the setting.
    • The setting is still available as an option after an admin has updated the Workspace Share Settings.
  • Example:
    • Gordan (member) previously changed their account level settings to Guests with email address.
    • Lyla (admin) updated the Workspace Share Settings options to allow only Guests who are members of the Workspace, All event guests, and Don’t share - keep meeting notes private.
    • Lyla (admin) set the default to be All event guests.
    • Lyla (admin) selected Apply to all, but keep member customizations.
    • Gordan’s (member) setting now reflects to the default option All event guests, since Guests with email address is no longer an available option.

Can I turn off automatic sharing to Channels?

  • No.
  • At this time, admins can only turn off automatic sharing to guest participants on the calendar event, but members can still select to automatically share the conversation to Channels on the individual calendar page.

Can I manage Workspace auto-share settings on the mobile app? 

  • No. 
  • Workspace settings are not supported on the Otter mobile app. Admins will need to sign in on a web browser to manage the Workspace settings. 

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