Troubleshooting document sharing

Terminology: This universal guide uses neutral descriptions. Follow the property-specific people and location labels shown in your workspace.

"I can view this item but cannot change who sees it"

What it means: you can open the document or folder, but your account does not have permission to create or edit documents at this property. The Share dialog still opens so you can see the current sharing, but every control in it is disabled.

Fix: ask your site administrator to turn on document creating and editing for your account, from the permissions screen. Once it is on, the same Share dialog becomes editable.

Save is disabled and it says "Choose at least one group or person, or switch to All members"

What it means: you selected Restricted but did not turn on any group (PMs, Board, Staff) and did not add any named person. Saving an empty restriction would hide the item from everyone, so it is blocked.

Fix: turn on at least one group, add at least one person, or switch back to All members.

"You will lose access to this item after saving"

What it means: the sharing you are about to save no longer includes you, and no group you selected covers you either. This is a warning, not an error: URBI lets you deliberately remove your own access, but confirms first so it does not happen by accident.

Fix: select Continue if that is what you intended. Otherwise select Cancel, add yourself back to the audience (by name, or by turning on a group you belong to), and save again.

"Files in a maintenance ticket's folder are shared with the ticket's vendor from the ticket itself, not with the whole building"

What it means: you tried to change the Public setting on a file that lives inside a service ticket's folder, from the Documents page. Ticket files have their own visibility rule: they can be shown to the ticket's vendor, but they are never shown to the whole building through the Documents page.

Fix: open the maintenance ticket itself and use its own visibility control on the attachment. The Documents page Share dialog will not make a ticket file public.

A folder or file has no Share button, or Share, Rename, Move and Delete are missing

What it means: this is one of the folders URBI creates and manages for you, such as an assigned location's own folder, a vendor's folder, a service ticket's folder, or the News, Board decision and Property root folders. These folders cannot be renamed, moved, deleted, restricted, made Public, or linked, by anyone, so their sharing always stays at the default.

Fix: there is nothing to fix; this is expected. You can still upload files into these folders as usual.

A public link still opens after I revoked it

What it means: in almost every case, revoking a link stops it working immediately. The one exception is a file that was already stored somewhere anyone with its exact web address could reach directly, without going through URBI's link at all. Revoking the URBI link cannot take back an address that was already open before the link existed. The Share dialog warns you about this before you revoke, when it applies.

Fix: if you need that file fully taken down, contact URBI support; this is uncommon and only affects a small number of older files.