> ## Documentation Index
> Fetch the complete documentation index at: https://collabase.ch/docs/llms.txt
> Use this file to discover all available pages before exploring further.

> ## Agent Instructions
> Collabase documentation. Interface labels are quoted in English, as they appear in the product.
> Features marked Enterprise need the Collabase Enterprise Edition licence.

# Share a filter

> Let people, groups, a Space, a project or everyone use a saved filter, choose whether they may only run or also change it, and hand it over.

A saved filter is yours until you share it. Sharing gives others the **query**, not your results: everyone who opens the filter sees the work items, pages and other objects **they** may see.

<h2 id="share">
  Share a filter
</h2>

<Steps>
  <Step title="Open the filter">
    Open the filter from **My Filters** and click **Share**.
  </Step>

  <Step title="Choose who">
    Pick **Person**, **Group**, **Space** or **Project**, click **Add** and search by name. **Everyone signed in** adds all people with an account who are not guests.
  </Step>

  <Step title="Choose what they may do">
    Each entry is **Can use** or **Can edit**. Click **Save**.
  </Step>
</Steps>

| Access | What the person can do |
| - | - |
| **Can use** | Run the filter, star it for themselves, save a copy under their own name |
| **Can edit** | Everything above, and change the query, the columns and the sort order of the shared filter |

Only the owner shares a filter, hands it over or deletes it. Someone with **Can edit** cannot do these.

If a person has several entries, for example directly and through a group, the higher access counts.

<h2 id="targets">
  Who can be chosen
</h2>

* **Space and project:** you can choose only the ones you see yourself. A Space or project shares the filter with everyone who may see it, including people who join later.
* **Person and group:** any active person or group.
* **Guests:** a guest can be named as a person and then opens the filter. A guest is not reached through a group, a Space or **Everyone signed in**, and cannot share a filter.

When you share with a person or a group, the people it reaches get a notification. Sharing with a Space, a project or everyone sends none, so a large audience is not flooded. Raising **Can use** to **Can edit** sends none either.

Removing an entry takes effect with the next request: the person no longer finds the filter.

<h2 id="hand-over">
  Hand a filter over
</h2>

The owner can hand a filter to a person who can already open it, for example before leaving a team. After the handover the previous owner keeps only the access the filter gives them through its entries.

<h2 id="orphaned">
  When the owner is removed
</h2>

When a person is deleted from Collabase, their **private** filters are deleted with them. Filters they **shared** stay, with **(deleted user)** as owner, and everyone they were shared with keeps using them. People with **Can edit** can still change the query, but nobody can share it further.

Administrators open **Administration → Infrastructure → Search filters**. The list shows every filter with its owner and how it is shared, and **Only filters without an owner** narrows it to filters that need a new owner. An administrator hands a shared filter to a person who can open it, or deletes it. The query of a private filter stays hidden from administrators.

Administrators with an account receive a notification each time a removed person leaves shared filters behind.

## Related

<CardGroup cols={2}>
  <Card title="Filters and query language" icon="filter" href="/docs/concepts/filters">
    Build a query, save it and run it again.
  </Card>

  <Card title="Permissions" icon="shield" href="/docs/concepts/permissions">
    Why everyone sees only their own results.
  </Card>
</CardGroup>


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