Stop sharing or change conversation permissions – Help Center

You can change, manage, or revoke sharing permissions for any Otter conversation directly from its Share settings. Open the conversation, click Share, and select the user, channel, or link access setting you want to update. You can change someone from Collaborator to Viewer, remove their access, restrict a shared link, or adjust advanced sharing permissions at any time. These settings apply whether the conversation was shared manually, through auto-share, or using a conversation link.

Otter conversation sharing settings showing user permissions, link access, and advanced sharing options

Tip: Want to manage default sharing permissions for future conversations? Go to Account Settings → Meetings to update your auto-share preferences. Learn more about default sharing permissions.

To update who can access a conversation and what they can do, open its sharing settings and choose the permissions you want to change.

Open the conversation you want to manage.
Click Share in the upper-right corner of the conversation.
In the Share window, review the users, channels, and link access settings for the conversation. Select the permission or setting you want to update.

You can stop sharing a conversation with a specific user or channel without changing access for other people. Removing access prevents that user or channel from accessing the conversation through their existing permission.

In the Share window, locate the user or channel under Who has access. Click the permission dropdown next to their name and select No access.
The user or channel's existing permission is removed, and they will no longer have access through that permission.

Note: If the conversation is also accessible through another sharing method, such as an unrestricted conversation link, the user may still be able to access it. Review the link access settings if you want to restrict access further. You can share the conversation again at any time.

You can change a user's or channel's sharing permissions at any time. Assign Collaborator access to allow editing and sharing, or Viewer access for viewing the conversation with more limited permissions.

Tip: Choose the permission that best matches what the person needs to do. Learn more about conversation sharing permissions.

In the Share window, find the user or channel under Who has access. Click the permission dropdown and select the new access level:
- Collaborator: Can edit, take notes, export, and share the conversation, subject to advanced sharing settings.
- Viewer: Can view the conversation and may export it if viewer exports are enabled.
- No access: Removes the user or channel's existing sharing permission.
The new permission is applied immediately and appears next to the user or channel in the Share window.

⚙️ Update advanced Collaborator and Viewer permissions Control whether collaborators can share and viewers can export conversations

Advanced sharing settings let you control additional actions available to Collaborators and Viewers. You can decide whether Collaborators can share conversations and change sharing permissions, and whether Viewers can export conversations.

Open the conversation's Share window.
Click Advanced settings at the bottom of the window.
Select or clear the following options based on the access you want to allow:
- Collaborators can share conversations and change sharing permissions: Allow Collaborators to share the conversation with others and modify sharing access.
- Viewers can export the conversation: Allow Viewers to export conversation content.

Note: Advanced settings control additional permissions for Collaborators and Viewers. To change an individual user's access level, use the permission dropdown next to their name in the main Share window.

🔗 Update or restrict conversation link access Change who can open a shared conversation link or restrict access

You can change who is allowed to access a conversation through its shared link. For example, you can restrict a previously accessible link so that only explicitly authorized users can open the conversation.

Open the conversation's Share window and click the link access dropdown, such as Restricted or Anyone with the link.
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.
Note: If you select an access setting other than Restricted, review the Collaborator or Viewer permission dropdown for the link as well.
The updated link access setting takes effect immediately.

Tip: To prevent people from opening a conversation through a broadly accessible link, select Restricted. Learn more about sharing conversations and managing link access.

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.

Note: Changes to your default auto-sharing settings do not automatically update the sharing permissions of conversations that have already been shared. To stop sharing an existing conversation, update its permissions directly from the conversation's Share settings.

To stop sharing or change conversation permissions in the Otter mobile app, open the conversation, tap the Share icon in the upper-right corner, and update the users, channels, or link access settings. You can remove someone's access, change their Collaborator or Viewer permission, restrict conversation links, or update additional sharing controls.

Open the Otter mobile app and select the conversation you want to manage.
Tap the Share icon in the upper-right corner of the conversation.
In the Share screen, review the people, channels, and link access settings for the conversation. Tap the permission dropdown next to a person or channel to manage their access.

You can remove a user or channel from a shared conversation without changing access for other people.

Open the conversation's Share screen.
Find the user or channel you want to remove and tap the permission icon or dropdown next to their name.
In the Permissions menu, tap Remove.

Note: Removing a user or channel revokes their existing sharing permission. If the conversation is accessible through a shared link, they may still be able to open it. To prevent access through the link, change the link setting to Restricted.

⚙️ Update advanced Collaborator and Viewer permissions Control whether collaborators can share and viewers can export

Additional sharing settings let you control whether Collaborators can share conversations and whether Viewers can export conversation content.

Open the conversation's Share screen.
Tap the gear icon in the upper-right corner.
In Share setting, turn the following options on or off:
- Viewers can export the conversation: Allow Viewers to export conversation content.
- Collaborators can share conversations and change sharing permissions: Allow Collaborators to share conversations and manage other users' access.

Note: These settings control additional permissions for Collaborators and Viewers. To change someone's assigned access level, return to the main Share screen and select their permission dropdown.

🔗 Update or restrict conversation link access Change who can open a conversation link and what they can access

You can control who can access a conversation through its shared link. Change the link access setting to Restricted if you want to prevent broader access through the link.

Open the conversation's Share screen.
At the bottom of the screen, tap the link access dropdown next to the current sharing setting.
Select the link access setting you want to apply:
- Restricted: Limits access to explicitly authorized people.
- Anyone with the link: Allows people with the conversation link to access it.
- Anyone in your workspace: Allows people in the specified workspace to access the conversation through the link.
Choose Collaborator or Viewer to set the permission for people accessing the conversation through the link.

Note: Changing the link access setting to Restricted does not automatically remove users or channels who already have direct access to the conversation. Remove their permissions separately if needed.

FAQs

Can I change conversation sharing permissions after sharing? Yes, you can update access and permissions at any time

Yes. Open the conversation, click Share, and select the permission dropdown next to the user or channel. Choose Collaborator, Viewer, or No access. The updated permission takes effect immediately.

How do I remove someone's access to an Otter conversation? Select No access from the user's sharing permission dropdown

To remove someone's access, open the conversation's Share window, locate the person under Who has access, and select No access. If the conversation also has a broadly accessible link, change its link access setting to Restricted to prevent access through that link.

What is the difference between Collaborator and Viewer permissions? Collaborators can edit and share, while Viewers have limited access

Collaborators can edit, take notes, export, and share conversations, depending on the advanced sharing settings. Viewers can view conversation content and may export it if the conversation owner has enabled viewer exports.

Learn more about conversation sharing permissions.

How do I stop people from accessing a shared conversation link? Change the conversation link access setting to Restricted

Open the conversation, click Share, and select the link access dropdown. Choose Restricted to prevent access through the previously broader link-sharing setting. People who already have separate authorized access may still be able to open the conversation.

No. Changing permissions for an individual conversation does not automatically update your default auto-share preferences. To manage sharing defaults for future conversations, go to Account Settings → Meetings. Learn more about auto-share settings.

Desktop & Web sharing permissions

🔒 Stop sharing a conversation with a user or channel Remove access to a conversation for specific users or channels

👥 Change sharing permissions for a user or channel Switch between Collaborator, Viewer, or No access

⚙️ Update advanced Collaborator and Viewer permissions Control whether collaborators can share and viewers can export conversations

🔗 Update or restrict conversation link access Change who can open a shared conversation link or restrict access

Manage your default auto-sharing settings

Mobile sharing permissions

🔒 Stop sharing a conversation with a user or channel Remove someone's access to a conversation in the mobile app