Sharing projects and collaborating

Invite colleagues to a project as Viewers or Editors, manage their access, transfer ownership, and work together in real time.

Last updated 3 days ago

Project sharing lets you bring colleagues into a project so you can review and redact together. Invite someone by email, decide whether they can just look or actually do the work, and everyone stays in sync on the same project — no more passing exports back and forth.

Before you start

  • You need to be the project owner. Only the person who owns a project can share it or manage who has access.

  • Sharing is a Professional feature. If you're on the Free plan, you'll see a prompt to upgrade when you open the Share dialogue. Owners on Professional can share straight away.

  • The person you invite needs a RedactBox account. If there's no RedactBox account for the email address you enter, the invite won't go through — ask them to create a free account first, then add them.

How to share a project

  1. Open the project you want to share.

  2. Click Share in the top-right.

  3. Type the email address of the person you want to invite.

  4. Choose their role — Viewer or Editor (see below).

  5. Click Invite.

That's it. The person you invited gets an email letting them know the project has been shared with them, including their role and a link to open it.

Viewer vs Editor

There are two roles, and the difference comes down to whether someone can change the project or just read it.

  • Viewer — can open the project and read through the items, but can't redact, triage, upload, or export. Anyone with a free RedactBox account can be a Viewer, so this is the right choice for reviewers, stakeholders, or anyone who just needs to see the work.

  • Editor — can do everything a Viewer can, plus redact, triage, upload, and export. Because editors are doing the actual redaction work, an Editor needs their own Professional subscription. If the person you want to add doesn't have Professional, add them as a Viewer instead.

Managing collaborators

Open the Share dialogue at any time to see everyone who has access to the project. For each collaborator, you can:

  • Change their role — use the role dropdown next to their name to switch between Editor and Viewer.

  • Remove their access — choose Remove access to take them off the project.

Changes to roles take effect immediately. Collaborators are emailed whenever their role changes or their access is removed, so they always know where they stand.

Transferring ownership

If a project should belong to someone else — for example, when you're handing a matter over to a colleague — you can transfer ownership to one of your collaborators.

  • The new owner gets full control of the project, including the ability to share it and transfer ownership themselves.

  • You, the previous owner, become an Editor on the project.

  • Both of you receive an email confirming the change.

Transferring ownership isn't something you can simply reverse on your own afterwards — the new owner would need to transfer it back to you. It's worth being sure before you confirm.

What happens if a subscription lapses

Sharing depends on active Professional subscriptions, so it's worth knowing what changes if one lapses:

  • If the owner's Professional subscription lapses, collaborators keep their access but become read-only until it's renewed.

  • If an editor's own Professional subscription lapses, they become a Viewer (read-only) until they renew.

In both cases, nothing is lost — full access returns as soon as the subscription is back in good standing.

Working together

When collaborators are active in a shared project, you can see who's currently in it and which item each person has open. That makes it easy to divide the work, avoid two people redacting the same email, and keep an eye on the team's progress.

Limits

  • You can add up to 20 collaborators to a single project.

  • As an owner, you can share up to 100 projects.