# Managing Access (/docs/v0-1/story-portal/collaboration/managing-access)

## Overview [#overview]

Managing who has access to your stories and what they can do is essential for effective collaboration. This guide covers the practical workflows for adding collaborators, modifying their access, and removing permissions.

## Adding Collaborators [#adding-collaborators]

### Finding Users [#finding-users]

1. **Open the share panel** for your story
2. **Ensure the story is private** (user search is disabled for public stories)
3. **Type an email address** in the search field
4. **Wait for search results** (searches registered users in the system)

**Search behavior**:
- Searches as you type (debounced for performance)
- Only shows users registered in Living Stories Portal
- Filters out users who already have access
- Shows both the user's name and email

### Granting Initial Access [#granting-initial-access]

When you find a user in search results:

1. **Hover over the user** - permission buttons appear
2. **Click a permission level**:
   - Preview Only (newspaper icon)
   - Full View (eye icon)
   - Editor (pencil icon)
3. **Access is granted immediately** - no confirmation needed
4. **The user moves to the top of the list** showing they now have access

**Note**: The user you shared with will receive access immediately. They don't need to accept an invitation.

## Modifying Access [#modifying-access]

### Changing Permission Levels [#changing-permission-levels]

For users who already have access:

1. **Find the user** in the shared users list (top of the panel)
2. **Their current permission is highlighted**
3. **Click a different permission button** to change their access
4. **Changes apply immediately**

**Example workflow**:
- User starts with Preview permission
- You upgrade them to View to see structure
- Later upgrade to Edit for active collaboration
- Downgrade back to View when collaboration ends

### Permission Transitions [#permission-transitions]

Common permission transitions:

```
Preview → View
  When they need to understand structure

View → Edit
  When they join active development

Edit → View
  When their editing work is complete

Edit → Preview
  For final review only

Any → Remove
  Click the active permission again
```

## Removing Access [#removing-access]

### Complete Removal [#complete-removal]

To remove all access from a user:

1. **Find the user** in the shared list
2. **Click their currently active permission button** (the highlighted one)
3. **Their permission is removed** (set to null)
4. **They disappear from the shared list**
5. **They can no longer access the story**

**Important**: This is immediate and doesn't require confirmation. The user will lose access right away.

### Temporary vs Permanent Removal [#temporary-vs-permanent-removal]

**Temporary approach**:
- Downgrade to Preview Only instead of removing
- Keeps them in the list for easy re-granting
- Useful for cyclical collaboration

**Permanent approach**:
- Remove access completely
- Must search and re-add to grant access again
- Better for one-time collaborators

## Working with Public Stories [#working-with-public-stories]

### Public Story Behavior [#public-story-behavior]

When a story is public:

- **User search is disabled** - the search field doesn't appear
- **Existing shared users remain** and keep their permissions
- **Anonymous viewers** get read-only access via the link
- **Explicit Edit permissions still work** for named collaborators

### Managing Public Access [#managing-public-access]

**To make a story public**:
1. Click **Make Public** at the bottom of the share panel
2. Story becomes accessible to anyone with the link
3. All anonymous viewers have read-only access

**To make a story private again**:
1. Click **Make Private** (replaces the Make Public button)
2. Only explicitly shared users can access
3. Previous user permissions remain intact

**Collaborative workflow with public stories**:
- Make story private during development
- Share with specific editors for collaboration
- Make public when ready to share widely
- Editors keep Edit access even while public
- Anonymous users can only view

## Viewing Current Access [#viewing-current-access]

### Understanding the Share Panel [#understanding-the-share-panel]

The share panel shows two types of users:

**When searching** (story is private):
- Previously shared users appear at the top
- Search results appear below
- Shared users always show their permission
- Search results show permission buttons on hover

**When public** (no search):
- Only shows users with explicit permissions
- Shows they have access even though story is public
- Their permissions work alongside public access

### User Display [#user-display]

Each user in the list shows:
- **Name** on the left
- **Permission buttons** on the right (3 icons)
- **Active permission is highlighted** with color
- **Inactive permissions are grayed out**

## Collaboration Workflows [#collaboration-workflows]

### Solo to Team Transition [#solo-to-team-transition]

1. Start with story private (default)
2. Add first collaborator with View permission
3. Upgrade to Edit when ready to collaborate
4. Add additional editors as team grows
5. Downgrade or remove when project completes

### Review and Approval [#review-and-approval]

1. Share with reviewers using View permission
2. Let them examine structure and content
3. Discuss feedback outside the system
4. Make changes yourself or upgrade them to Edit
5. Downgrade to Preview for final approval
6. Remove access or make public when approved

### Client Collaboration [#client-collaboration]

1. Share with client using Preview Only
2. Let them experience the interactive story
3. Gather feedback on flow and interactions
4. Make revisions
5. Upgrade to View if they need to see structure
6. Keep as Preview for final review
7. Remove access or make public at launch

### External Testing [#external-testing]

1. Make story public temporarily
2. Share link with testers
3. Gather feedback
4. Make private again for revisions
5. Repeat as needed
6. Keep public for launch

## Best Practices [#best-practices]

### Access Management [#access-management]

- **Review access regularly** - monthly for active projects
- **Remove unused access** - clean up after projects end
- **Document permissions** - keep notes on why each person has access
- **Start conservative** - easier to grant than revoke

### Communication [#communication]

- **Inform collaborators** about their permission level
- **Explain changes** when modifying permissions
- **Set expectations** about what they can do
- **Coordinate** before making a story public

### Security [#security]

- **Limit Edit permissions** - only active collaborators need it
- **Monitor shared users** - know who has access
- **Clean up access** when people leave the project
- **Use public sharing carefully** - understand it's world-readable

### Organization [#organization]

- **Consistent permission strategy** across similar stories
- **Team guidelines** on permission levels
- **Regular access audits** for active projects
- **Clear roles** matched to permissions

## Troubleshooting [#troubleshooting]

### User Not Found in Search [#user-not-found-in-search]

**Possible reasons**:
- User isn't registered in Living Stories Portal
- Typo in email address
- User is already shared with (check shared list)
- Story is public (search is disabled)

**Solutions**:
- Verify the email address
- Ask user to create an account
- Check if they're already in the shared list
- Make story private to enable search

### Permission Changes Not Working [#permission-changes-not-working]

**Check**:
- You are the story owner (only owners can change permissions)
- You're clicking the correct permission button
- The story hasn't been deleted or archived
- Your connection is active

### Can't Remove Access [#cant-remove-access]

**To remove access**:
- Click the currently **active** (highlighted) permission
- Don't click inactive permissions
- Changes are immediate - no confirmation needed

## Next Steps [#next-steps]

- Understand [Permission Levels](/docs/v0-1/story-portal/collaboration/permission-levels) in detail
- Learn about [Exporting Stories](/docs/v0-1/story-portal/collaboration/exporting-stories) for backups
- See [Sharing Stories](/docs/v0-1/story-portal/collaboration/sharing-stories) for the complete overview