🔐 Sharing Documentation Versions

In collaborative environments, the ability to securely share API documentation is critical. Whether you’re working with internal teams, external clients, or cross-functional stakeholders, All Things API (ATA) provides a secure, role-aware sharing system to manage access to specific documentation versions with ease.

📌 Overview

ATA allows users to share any documentation version with:

• 📧 Individual users via email
• 🏢 Organizations or Teams using Company and Team IDs

With access expiry controls, contextual notes, and visibility dashboards, ATA ensures transparency and full control over who can view what, and for how long.

✨ Key Capabilities

• 🔄 Share documentation versions with specific individuals or teams
• 📆 Set expiration dates for temporary access
• 📝 Add custom notes for context and instructions
• 👀 Track shared documents using “Shared With Me” and “Shared By Me” panels
• 🔍 Preview shared content to confirm what the recipient sees

🛠️ Step-by-Step User Guide

1️⃣ Access the Sharing Option

1. Go to the Product list and find your desired product.
2. Click the three-dot menu (⋮) next to the documentation version you want to share.
3. Select “Share Version” from the dropdown.

2️⃣ Choose the Share Target

Under the “Share Version With” section, choose one of the following options:

Option A: Share with Individuals

• Input one or more email addresses (comma-separated for multiple).
• Each email grants access to that individual.

Option B: Share with Organizations

• Enter Company ID and Team ID to share with entire groups.
• To find these IDs:
  • Click the profile icon in the top-right corner.
  • Go to Settings > Company Settings to find your Company ID.
  • Navigate to the Teams tab to get Team IDs.

3️⃣ Verify Version Name

• The version name will appear auto-filled in the form.
• This prevents mistakes like sharing the wrong version.

4️⃣ Set Access Expiry

Choose one of the following options:

• Expiry Date: Select a future date from the calendar. Access will end automatically on that date.
• No Expiry: Share remains active until manually revoked.

5️⃣ Add an Optional Note

You can add a custom note for recipients to explain the purpose of sharing.

Example:

6️⃣ Confirm and Share

Click the “Share” button to finalize.

🎯 The recipient(s) will now have access to the shared documentation version based on your configuration.

📂 Viewing Shared Content

ATA provides two dashboards to track documentation shares.

📥 Shared With Me

Accessible from the left-side menu or product view.

Display Fields:

• Product Name – The shared documentation title
• Created By – Original creator of the version
• Created / Updated At – Timestamps for activity tracking
• Status – Draft / Active / Deprecated
• Is Published – Indicates if this version is live
• Is Shared – Type of share (Individual, Team, Organization)
• Actions – Includes a Preview button to open the content directly

📤 Shared By Me

Shows a list of all documentation versions you have shared.

Display Fields:

• Product Name – Name of the shared documentation
• Created By – You (as the sharer)
• Created / Updated At – Timestamp details
• Status – Draft / Active / Deprecated
• Is Published – Public visibility status
• Is Shared – Lists recipients (emails, Team IDs)
• Expiry Date – If set, shows when access will expire
• Actions – Includes a Preview option to verify what others see

✅ Summary

ATA’s documentation sharing system empowers organizations to:

• Provide secure, controlled access
• Reduce email and file-sharing overhead
• Enable collaboration without compromising content integrity

With real-time tracking, expiration settings, and support for both individual and team-based access, ATA helps you keep documentation accessible, secure, and version-aware for all collaborators.