It’s easy to share any item in Password Boss with anyone else. You can securely share one item, several items, or an entire folder of items. If the recipient does not have a Password Boss account, we will help them create one. If your Password Boss account is part of an Organization, you can choose recipients from the list of users in your company or from the list of groups that your admin has created.

Any item can be shared.

• Passwords, Digital wallets, notes, etc.

Only item owners can share items

• You retain ownership of the items shared, and shared items cannot be re-shared

Two types of shares

• Item shares
   
• Folder shares.
   

Notes on sharing

• Shared items are encrypted, meaning that only you and the recipient have access to the shared data.
   
• You retain ownership of items you share. This means that the recipient cannot re-share the item with someone else.
   
• You can cancel a share at any time. Canceling a share will automatically remove any shared items from the recipient's account the next time their account synchronizes. 
   
• Items are shared until you cancel them, you can also add an expiration date if you like.
   
• Shares can contain individual items or folders.
   
• Once you share something, you can edit the share to add, change, or remove items from the share.
   
• When you make changes to shared items, the changes are sent to the recipients of the shared items.
   
• Items that have been shared with you will appear in the share center, in the Shared Folders list of folders, and the corresponding section along with your personal items.
   

How to share items

Making changes to shared items

As you make changes to items you have shared, those changes will automatically be synchronized with all recipients.

Updating recipients happens during the normal synchronization process of your Password Boss account. Synchronization happens every 5 minutes from each device. 

When you make changes to a shared item, it can take up to 10 minutes for the changes to be received by the recipients - up to 5 minutes for the changes to leave your device, and up to 5 minutes for the recipient to download the changes.

Why you should use groups

Groups are designed to make it easy to manage recipients of shared items. The benefits of using groups include:

• Shares sent to groups are automatically updated as the membership changes. If shares are sent to individuals, each must be manually edited as the recipient list changes.
   
• It is quicker to manually choose groups as recipients then add each recipient individually.
   
•  If you need to review a share and who has permission to share, you do not need to scroll through long lists of recipients.
   

The Everyone group

All teams have an Everyone group that is automatically created for your team. The Everyone group contains all team members from your account.  The membership of the Everyone group is maintained automatically by Password Boss.

Use meaningful names for groups

• Use names for your groups that describe the group so that other team members can identify the group. Group names that identify the group, project, or department make it easy for other team members to know what the group is for.  Examples: Marketing, Finance, Project Alpha.
   
• Consider adding the permissions to the name of the group. 
   
• Depending on your team structure, it may be useful to create groups that will be used to assign read-only permission and other groups with editor permissions. Examples: Marketing-Read Only, Marketing-Editor, Sales-Read Only, Sales-Editor, Admin-Read Only, Admin-Editor.
   

Avoid duplicating groups

Keep your list of groups concise and avoid making groups that duplicate the membership in an existing group.

How to create groups

1. Login to the Password Boss portal as an admin for your team.
    
2. Click Users & Groups from the left menu.
    
3. Scroll down to the Groups section.
    
4. Click +Create New Group.
    
5. Enter a group name and click save.
    

How to add or remove users from a group

1. Login to the Password Boss portal as an admin for your team.
    
2. Click Users & Groups from the left menu.
    
3. Scroll down to the Groups section.
    
4. Find the group you want to change.
    
5. From the blue Actions button Choose Edit.
    
6. Add or remove users from the group. You can also edit the name of the group from this screen.
    
7. Click Save when you are done.
    

How to delete groups

1. Login to the Password Boss portal as an admin for your team.
    
2. Click Users & Groups from the left menu.
    
3. Scroll down to the Groups section.
    
4. Find the group you want to change.
    
5. From the blue Actions button Choose Delete.
    
6. On the confirmation screen, click Delete group.
    

Recipients of shared items, either folder(s) or individual items, can have three possible permissions. This article explains each of the permissions.

Editor

• Most powerful permission
   
• Users can see all fields and change all fields.
   
• Users can add new items to the share.
   
• All changes by an editor are sent to all recipients directly. Changes do not need to go through the share owner.
   

Read-only / Password Visible.

• Users can see the password and all other fields on an item.
   
• The user cannot change any fields on the item or the share.
   

Read-only / Password not visible.

• Most restrictive permission
   
• Users cannot see the password but can log in to a site.
   
• The user cannot change any fields on the item.