Invite guests to collaborate on notes and whiteboards

Options for sharing documents in Aha! software.

November 30, 2023

Invite guests to collaborate on notes and whiteboards

by Claire George

Gaining alignment on your product plans is hard. It is also one of the toughest tasks for product managers, especially when there is no easy way to involve stakeholders and capture their feedback. This is why we keep expanding how you can share documents with people outside of your Aha! account — so you can streamline collaboration and create momentum as you bring new concepts to life.

You now have even more ways to collaborate on notes and whiteboards with guests — at no additional cost.

Before we get into the details of what is new, let's recap how sharing documents works in Aha! Notebooks. (This functionality is also included in Aha! Roadmaps, Aha! Ideas, and Aha! Develop.) When you click on the blue Share button in the top-right corner of a note or whiteboard, a modal opens. Here, you will see all of your sharing options organized into tabs:

  • Workspace: Manage reviewer permissions for workspace documents and copy a direct link to share with other Aha! users.

  • Guest: Enable people outside of your Aha! account to access a workspace or personal document in their own free Aha! Notebooks guest account.

  • Web: Create a view-only link for your document so anyone with access to the link can view the content.

Today's update expands your sharing options for guests. You could already generate a link and send your document to anyone. Now, you can invite guests to contribute via email, too. This option is ideal for when you want to share your document with specific stakeholders to gain alignment on your plans.

Add as many email addresses as you want and include an optional message. (Aha! will automatically check the email addresses to see if any of the recipients already exist in your account.) Once the email is sent, those addresses will be added to the guest list. This helps you keep track of who you shared the document with and easily manage view and edit access. Stakeholders can then jump into your document to collaborate in real time or asynchronously — easily returning whenever they need to.

If you have other stakeholders that you want to keep informed of your early-stage plans, we recommend sharing your notes and whiteboards as a webpage. You can also export as a PNG or PDF. This makes it easy to distribute information without needing to invite folks into your document.

Let's take a closer look:

Invite stakeholders to a document

Imagine that you receive feedback from your account management team about a recent release. Some of your top customers want the new functionality to be more easily accessible. So you quickly illustrate how you could address the request. Then, you share your whiteboard via email with a group of account managers who work with your largest customers — adding a personalized message to provide context.


Caption: Use the clip tool to cut out sections of a screenshot or image and quickly illustrate your thinking.

Collaborate in real time

Your colleagues can now access the whiteboard at any time to review your recommendations. Tools such as annotations, sticky notes, and emoji reactions allow everyone to leave their feedback. This gives you the validation you need to move forward with a solution that will delight your customers.

Stakeholders can access your document via a free Aha! Notebooks guest account.

Stakeholders can access your document via a free Aha! Notebooks guest account.

Open up collaboration with stakeholders who are not in your Aha! account — so everyone can participate in the product development process.

Documenting information and keeping the right people involved is critical to achieving your strategic plans. Make sure to read up on best practices for using documents to collaborate so you can bring people together to provide input, make decisions, and move forward in alignment.

Start a free trial today

Our suite of product development tools works seamlessly together to help teams turn raw concepts into valuable new capabilities — for customers and the business. Set strategy, crowdsource ideas, spark creativity, prioritize features, share roadmaps, manage releases, and plan development. Sign up for a free 30-day trial or join a live demo to see why more than 700,000 product builders trust our software to build lovable products and be happy doing it.

Claire George

Claire George

Claire is passionate about helping product development teams learn how to bring their strategy to life. She is the director of product marketing at Aha! — the world’s #1 product development software. Claire has 20 years of marketing and software experience. Previously, she led product marketing at an agile-based work management platform.

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