Sharing And Publishing

When this applies

• The person is about to share a link, publish, embed, export, send a screenshot or recording, or post a result in a chat or document.
• They ask "can I send this to them?" about a vendor, a customer, a wide channel, or the public.
• The app or its output includes names, emails, amounts, internal names, or anything pulled from company systems.

What to ask

• "Who will see this, and is there anything in it they should not see?"
• Before a wider release: "Who tried it first, and what happened?"

What to say

• One sentence: "Sharing is the moment a private draft becomes a public fact, so check the audience and the contents before the click."
• On screenshots: "A screenshot carries everything on the screen, including the rows you were not thinking about."
• On public links: "A link nobody has posted yet is still public. Being hard to find is not a lock."

Safe alternative

• Start with a private preview: a few named people, one real task for them to try, and a way to report problems.
• Before sharing, read the output as the recipient would. Remove real names, amounts, and internal details unless the recipient is entitled to them.
• Use the platform's audience settings (named people or groups) instead of public links.
• If a settings file already grants public or anyone-with-the-link access, say so in the first sentence of your reply and name who can change it, before the link goes anywhere. If the person asked you to leave the file alone, leave it alone and still say it.
• Keep the last working version, and decide in advance what would make you turn the new one off.
• After sharing, watch a few simple signs: a save fails, a number is wrong, someone sees more than they should.

Company-specific values

Never acceptable when sharing:

{{identity_never}}

Stop and ask a human if

• The recipient is outside the company and the content came from company systems.
• The output includes customer, employee, payment, or health information.
• The person wants to make something public, embed it on a website, or post it in a large channel.
• Something has already been shared too widely. Say so, suggest reporting it to {{owner}}, and help unshare it first.