PulseSharing notes
How to share individual notes inside and outside your company, the scope of link sharing, and how to stop sharing.
Once a meeting note has been generated, it can be passed to others in several ways: sharing a link, sending it by email, or sending it to an integration. This article covers sharing actions on individual notes, and what the recipient sees.
A newly created note is private by default. Unless you share a link or add it to a team space folder, it is not shared automatically, even with the meeting's attendees. The three levels of sharing scope, and how to change the default for new notes, are in Sharing controls.
Sharing and collaboration become available once the note has finished generating. Sharing is done from the desktop app (macOS / Windows); recipients open the note in the desktop app or a web browser.
How to share a note
After the note is generated, the Shared button at the top of the screen shows who currently has access to it.
Copy link puts that note's URL on your clipboard, ready to send. Who can get in from the link is changed from the dropdown beside the button. For the available scopes and the default, see Sharing controls. To show it only to particular people, invite them individually by email address in the sharing panel.
Attendees are not shared with automatically, so you choose who to share with note by note.
Sharing to an integration or by email
Choose a destination from the ⋯ (three-dot) menu on the note.
- Copy note: copies the AI-enhanced note to the clipboard as Markdown. Good for pasting into tools that handle Markdown. What is copied is the summary; the transcript is not included. For the full transcript, use the copy icon in the transcript panel. How to do that is in How transcription works.
- Email: opens a Gmail or Outlook draft with the note's content inserted.
- Send to an integration: send the note to Slack, Notion, HubSpot, Affinity, Attio or Zapier through the respective integration. How to set each up is in the Slack, Notion, HubSpot, Affinity, Attio and Zapier articles. What each one sends is set out in Integrations overview.
What the recipient sees
Sharing a note gives the recipient Viewer permission by default. A viewer can do three things.
- read the note
- hover over a passage to see the surrounding transcript it came from
- ask questions about that meeting in chat
To have someone edit the note, change their permission from viewer to Collaborator. Collaborators can rewrite the note's content. Actions that change content, such as applying a template, also require collaborator permission.
Folder and workspace permissions are not inherited by individual notes. Even someone who can reach a note through a shared folder has viewer permission on that note by default. To let them edit, the note's owner has to change the permission on that note individually to collaborator from the Shared button.
Sharing a note does not add the recipient to your workspace, and does not consume a billable seat. All they can see is the individual note shared with them; they cannot reach the workspace, other notes, or workspace settings. Joining a workspace only happens through an explicit invitation, an invite link, or automatic joining by domain. For details see Workspaces.
When transcripts are visible
Where someone opens a link in a web browser, they see only the AI-enhanced note; the transcript is not shown. The full transcript is available only to collaborators who open the note or folder in the desktop app.
To share the transcript as well, add the person to the folder. The steps are in Spaces and folders. Whether a transcript should go to someone outside your company depends on what was said in it. Where the summary is enough, keeping to a link they view in a browser narrows the scope.
Sharing meeting notes or transcripts with someone outside your workspace, such as a client or customer, may constitute provision to a third party under the Act on the Protection of Personal Information (Article 27(1)). That is a separate matter from the relationship in which UNCHAIN, Inc. handles personal data on delegation from a contracting company on business plans — this is data passing from your company to someone outside it.
If you share the minutes of a sales meeting with a client contact by link, for example, those notes also contain the names and remarks of attendees other than that client. Before sharing, check the following.
- whether it falls within the purposes of use your company has published
- whether you have followed the procedure your internal rules set for external sharing
- whether it contains attendee information the recipient does not need to see, or references to other matters
- whether a share limited to named recipients would do, rather than “anyone with the link”
Making that judgement, and keeping a record of the basis for it, falls to the business doing the sharing. What Pulse provides is the means to control sharing scope; it does not make the legal judgement for you. The reasoning is set out in Sharing controls and Security, privacy and data FAQs.
Stopping sharing
How you stop sharing depends on how you shared it.
| How it was shared | How to stop it |
|---|---|
| A shared link | Shared button's dropdown, change the link's visibility to “invited people only” |
| An individual invitation | Shared button's list, remove that person |
| Through a folder | remove the member in the folder's sharing settings, or take the note out of the folder |
| Sent to an integration | data already sent remains at the destination. Delete it in that service — the Slack message, the Notion page, and so on |
| Email or copy | text already sent cannot be recalled |
Ending sharing does not recover anything the recipient has already copied or exported. Narrowing the scope stops access from that point onwards.
When an external engagement ends, when someone leaves, or when responsibilities change, review these three things.
- whether link visibility is still no wider than currently needed
- whether anyone no longer involved remains on the list of people shared with
- whether notes that should be removed remain in the project's folder
Grouping by project into folders means the review happens in one place when it ends. Folder design is covered in Spaces and folders.
When a shared note will not open
Where someone has a share link but cannot view it, access may be restricted by the owner's sharing controls. If link sharing is limited to within the workspace, or is still private, people outside the organisation cannot open the link.
In that case, ask the note's owner to do one of the following.
- change the link's scope to “anyone with the link”
- invite them individually by email address from the note's sharing panel
The recipient's own plan has no bearing on whether they can view a shared note. Access is determined solely by the owner's sharing settings.
If something is not working
- The share button does not appear: the note may not have finished generating. Sharing becomes available afterwards.
- The recipient cannot edit the note: the default permission is viewer. Change the permission on that note to collaborator from the Shared button. Folder permissions are not inherited by individual notes.
- The recipient cannot see the transcript: transcripts are not shown when viewing in a web browser. Add them to the folder and ask them to open it in the desktop app.
- The link says access is not available: ask the owner to check their sharing scope setting.
- I want to retract a note sent to an integration: data already sent has to be deleted in the destination service.
If that does not resolve it, contact tharada@the-unchain.com with the note's URL and what is happening.