Sharing documentation
Klarify combines published visibility, owner and performer assignments, content access roles, and direct invitations to determine who can view or edit documentation. A person can receive access in more than one way, so removing one source does not remove access that another source still grants.
Receive access through assignments
Owners and task performers automatically receive visibility through their assignments. You do not need to invite them separately with Can view access.
- Owners receive visibility when a position they hold is assigned as the owner of a process model, subprocess, or task. Once the document has been published, this includes view-only access to both the published version and any later draft with unpublished changes. Owner assignment does not grant access to an unpublished first draft.
- Task performers receive visibility when a position, team, department, or role they belong to is assigned to a task. Assign to all positions reaches every active member who holds at least one position.
Assignments grant visibility, not edit access. An owner who can view a later draft still needs explicit Can edit access to modify it. An owner or performer can edit only when another source grants them edit access.
See Owners and performers for how these assignments follow your organizational structure.
Receive access through your content role
Every Klarify member has a content access role. The role either defines what the member can do after receiving document-level access or grants access automatically across the organization.
| Content access role | How document access works |
|---|---|
| Viewer | Can view documentation made available through an assignment, a direct invitation, or the document’s published visibility. |
| Editor | Can create documentation and edit documents where they have Can edit access. The Editor role does not grant access to every document. |
| Global Task Editor | Automatically has edit access to every task instruction, including embedded task instructions. This role does not grant edit access to process models. |
| Global Editor | Automatically has edit access to every process model and task instruction. Individual invitations are not required. |
Global Task Editor and Global Editor access remains in effect even if a direct invitation is changed or removed. See Permissions and roles for the complete role model.
Invite specific viewers and editors
Use a direct invitation when a member needs access that they do not already receive through an assignment, their content role, or the published visibility:
- Can view grants access to the published documentation.
- Can edit lets the member maintain the documentation as an editor.
The member must already belong to your Klarify organization. Invitations take effect immediately and can be changed or removed later.
For the exact sharing controls, see Share process models or Share task instructions.
Choose who can view published documentation
Each published document has a visibility setting:
- Private — Only owners, performers, and collaborators can view.
- My organization — All employees on Klarify can view.
- Public — Anyone on the internet with the link can view anonymously.
Direct invitations and automatic access still apply when the document is Private. Changing visibility does not remove owner, performer, editor, Global Task Editor, or Global Editor access.
Print task instructions
Anyone who can view a published task instruction can use Print to open the browser’s print dialog. From there, you can print the complete task instruction or save it as a PDF. This option is available for standalone global tasks and embedded task instructions.
See Print or save as PDF for the complete instructions.
Share task instructions with AI
Anyone who can view a published task instruction can use Copy Page > Copy page as Markdown to copy structured task context. Paste the Markdown into Claude, ChatGPT, or another AI agent with your request. This option is available for standalone global tasks and embedded task instructions.
See Copy task context into an AI agent for the complete instructions.
Share embedded task instructions through their process model
An embedded task instruction receives its viewers, invited editors, and published visibility through its containing process model. Copied links and QR codes open the embedded task instruction directly, not the process model, but access is still determined by the process model. From the task instruction, the viewer can use Back to parent to navigate to its containing process model.
Global Task Editors can edit the task instruction content without gaining permission to change the surrounding process model structure.