You can share an Otter conversation with other people or channels to give them access to meeting notes, transcripts, and audio recordings. To share a conversation, open it, select Share, add the people or channels you want to share with, choose their permissions, and confirm. You can also generate a conversation link, share multiple conversations at once, or automatically share meeting notes with calendar guests.
As the conversation owner, you can control who has access and whether they can view, edit, export, or share the conversation. You can stop sharing or change conversation permissions at any time.
Understand conversation sharing permissions
When sharing a conversation, you can assign Collaborator or Viewer permissions. These determine what someone can do with the shared conversation.
| Permission | What they can do |
|---|---|
| Collaborator | View, play back, edit, and export the conversation; interact with Otter Chat; and manage Takeaways. Sharing with others depends on the conversation's advanced sharing settings. |
| Viewer | View and play back the conversation without editing it. Exporting is available when enabled by the conversation owner. |
🔗 Conversation link access options Choose who can open a conversation link
Conversation link settings determine who can access a conversation using its URL. The available options may depend on your workspace and sharing settings.
- Restricted: Only people or channels with authorized access can open the conversation.
- Anyone with the link: Anyone with the conversation URL can access the content available through that link. This may include people who do not have an Otter account.
- Anyone in your workspace: People in the selected workspace can access the conversation through its link, subject to the assigned permissions.
⚙️ Advanced conversation sharing settings Manage additional sharing and export permissions
Advanced sharing settings provide additional control over what Collaborators and Viewers can do.
- Collaborators can share conversations and change sharing permissions: When enabled, Collaborators can share the conversation with others and manage sharing access.
- Viewers can export the conversation: When enabled, Viewers can export conversation content.
For instructions on updating these settings after sharing, see Stop sharing or change conversation permissions.
Share a conversation on Desktop & Web
You can share a conversation directly with individual people or channels from the Otter web or desktop experience.
- Open the conversation you want to share.
-
Click Share in the upper-right corner.
-
Click Add names, emails, or channels and find the people or channels you want to share with.
- Search and add who you want to share with.
- Enter someone's email address.
- Search for a person or channel by name.
-
Browse existing People, Channels, or Direct Message options.
-
Choose the permission level for the selected recipients: Collaborator or Viewer. Add an optional message to include with the sharing notification. Click Share to confirm.
-
The conversation will be shared immediately with the selected user or channel, using the permissions you assigned.
Recipients will receive an email and a notification in their Otter Notification Center when the conversation is shared with them.
📚 Share multiple conversations at once Bulk share conversations with people or channels
You can select multiple conversations and share them together instead of sharing each conversation individually.
-
Navigate to My Conversations, All Conversations, Channel, or folder containing the conversations you want to share. Hover over and select the checkboxes next to the conversations you want to share.
- Note: To bulk share conversations from a Channel, open the Channel settings, navigate to the Settings tab, and select Bulk Select. Learn more about accessing the Bulk Select page.
-
Click Share in the toolbar.
-
Add the recipients, review their permissions, and click Share to confirm.
Bulk select conversations from a Channel
To bulk select conversations within a Channel, click the Settings the upper-right corner of the Channel, open the Settings tab, and select Bulk Select to access the conversation selection page.
🔗 Share a conversation using a link Generate a link and choose who can access it
You can generate a conversation link to share with others without adding recipients individually. To control who can access the conversation and their permissions, click the link settings in the lower-right corner of the Share window.
Choose the link access setting you want to apply:
- Anyone with the link: Anyone who has the conversation link can access it using the permissions assigned to the link.
- Anyone in your organization: Allows people within the specified organization to access the conversation using the link, subject to applicable organization settings.
- Restricted: Limits access to people who have been explicitly granted permission or otherwise have authorized access.
✂️ Share a conversation snippet Share a specific portion of a transcript instead of the entire conversation
A conversation snippet lets you share a selected portion of a transcript without sharing the entire conversation.
- Open the conversation and select the Transcript tab.
- Highlight the continuous section of transcript text you want to share.
-
In the selection toolbar, click Share and select the Create and share snippet option to generate a link.
When someone opens the snippet link, they can view the selected text, see the associated speaker, and play back that portion of the conversation.
Manage your default auto-sharing settings
In addition to managing sharing permissions for individual conversations, you can update your default auto-sharing settings to control how Otter automatically shares your conversations. These settings are managed separately from individual conversation permissions and apply to future conversations. Manage these settings in Account Settings → Meetings.
Share a conversation on mobile
You can share conversations with people or channels directly from the Otter mobile app. You can also copy a conversation link or share it through another app.
- Open the Otter mobile app and select the conversation you want to share.
-
Tap the Share icon in the upper-right corner.
-
Tap Add names, emails, or channels and select the people or channels you want to share with.
- Choose the Collaborator or Viewer permission for the recipients, then complete the sharing action.
📱 Mobile app sharing Share a conversation with users or channels
Share a conversation directly from the Otter mobile app with individual users or channels. You can select multiple recipients, assign sharing permissions, and include an optional message.
- Open the Otter mobile app and select the conversation you want to share.
-
Tap the Share icon in the upper-right corner of the conversation.
-
On the Share screen, tap Add names, emails, or channels. Search for and select the users or channels you want to share the conversation with. You can add multiple recipients. Choose the sharing permissions for the recipients using the permissions dropdown next to the recipient field.
- Collaborator: Can edit, take notes, export, and share the conversation.
-
Viewer: Can view and export the transcript only.
Note: Review the selected permissions before sharing. Permissions determine what recipients can do with the conversation. -
Optionally, enter a message in the Add custom message field. Tap the Send icon (paper airplane) to share the conversation with the selected users or channels.
The conversation will be shared with the selected users or channels using the permissions you assigned.
🔗 Share a conversation link on mobile Copy a link or share it through another mobile app
- Open the conversation and tap Share.
-
At the bottom of the Share screen, tap the link access dropdown to choose who can access the conversation.
-
Choose Restricted, Anyone with the link, or the available workspace access option.
-
Review the Collaborator or Viewer permission assigned to the link.
- Tap Copy link to copy the URL, or Share link to open your device's sharing options.
⚙️ Manage advanced sharing settings on mobile Control Collaborator sharing and Viewer exports
- Open the conversation and tap Share.
-
Tap the gear icon in the upper-right corner.
-
Under Share setting, enable or disable the following:
- Viewers can export the conversation
- Collaborators can share conversations and change sharing permissions
⚙️ Mobile share settings Manage default automatic sharing settings
Manage how Otter automatically shares your meeting notes and what permissions recipients receive by default. These settings apply to your meetings unless you customize sharing for a specific meeting.
- Open the Otter mobile app and tap your profile icon in the upper-right corner.
- Select Account Settings, then tap Meeting Settings.
-
Under Sharing, manage your default sharing preferences:
- Automatically share notes: Choose who automatically receives your meeting notes.
- Default permission: Set the default access level for recipients, such as Collaborator or Viewer.
- Allow Collaborators to share: Choose whether collaborators can share your conversations with others.
Stop sharing or change conversation permissions
After sharing a conversation, you can update who has access, change someone's permission from Collaborator to Viewer, remove a person or channel, or restrict access through a shared link.
For step-by-step instructions on Desktop, Web, and Mobile, see Stop sharing or change conversation permissions.
FAQs
Can I share an Otter conversation with someone who doesn't have an account?
Yes. You can share a conversation with someone's email address even if they do not have an Otter account. They will need to create an account to access a conversation shared directly with them.
If the conversation is shared using Anyone with the link, people may be able to view the content available through the link without signing in.
What happens when I share a conversation with a channel?
Sharing a conversation with a channel gives its members access based on the assigned sharing permission. People who join the channel later may also gain access to the conversation.
What is the difference between Collaborator and Viewer permissions?
Collaborators can edit, take notes, interact with the conversation, and export content. They can also share the conversation when allowed by advanced sharing settings.
Viewers can view and play back the conversation without editing it. Exporting depends on the conversation owner's settings.
Can I share an Otter conversation using a link?
Yes. Open the conversation, select Share, and choose who can access the conversation through its link. Then select Copy link or, on mobile, Share link.
Can I bulk share conversations on the Otter mobile app?
No. Bulk sharing is currently only available on the Otter desktop app and Otter web app. To share multiple conversations at once, use Otter on desktop or web.
Do sharing settings sync across the Otter mobile, desktop, and web apps?
Yes. Your sharing settings are synced across the Otter mobile app, Otter desktop app, and Otter web app. Any changes you make to your sharing preferences on one platform will automatically apply across all platforms.
Can I stop sharing a conversation after I've shared it?
Yes. You can remove a user or channel, change their sharing permission, or restrict access through a conversation link at any time.
See Stop sharing or change conversation permissions for step-by-step instructions.
Does sharing a conversation add someone to my workspace or incur a charge?
Sharing a conversation does not automatically add someone as a paid workspace member. However, if your workspace is configured to invite people to join when conversations are shared, additional membership charges may apply.
Learn more about inviting workspace members through conversation sharing.
Can Otter automatically share conversations with meeting guests?
Yes. You can manage automatic conversation sharing in Account Settings → Meetings on Desktop & Web, or under Meeting settings → Sharing on mobile.
Learn more about automatic conversation sharing.
Feedback
0 comments
Article is closed for comments.