Aha! Develop | Share documents
Sharing information is a big part of a product builder's job. Whether you are communicating with other members of your team or outside stakeholders, you often have more than words to share. And you create documents for everything from meeting agendas to product plans. You can share Aha! documents with anyone — so you can drive alignment on your plans and work collaboratively with your team.
Click any of the following links to skip ahead:
Share menu overview
All team and personal documents have a Share menu in the upper right corner. Personal documents include one option (Guest) in the share menu. Team documents include three options:
Workspace: Set Reviewer access. This is the best place to share your document with internal teams. Define whether those with reviewer access to your team can View or Edit your document. You can set default access for all reviewers in your team from the Document access section of your team settings, but from here you can override default settings for an individual document.
Aha! Knowledge Advanced plan subscribers can set granular permissions to determine which users can view and edit individual documents.
Guest: Generate a shareable link to your document and set default guest access to your document. This is the best place to share with stakeholders you want to collaborate with. Once someone accesses a document you have shared with them from a guest account, their email address will be listed here. You can then grant them View or Edit access individually, so you can control who can make changes to your document.
Webpage: Share a view-only link to a note that will update automatically in its own webpage. This is a great way to share a document to keep people informed of your plans. Anyone with the link will be able to view the document. You cannot share a whiteboard as a webpage.
The data that shows in your shared note is based on the permissions of the person who shares it. For example, if you add an Aha! view to a note and then share it, anyone with access to the note's link will be able to see the data in that view.
Share a document
Anyone can share a personal note or whiteboard that they have created with a shareable link. Owners or Contributors can also share team documents — but Viewers and Reviewers cannot share team documents.
Share with users in your Aha! account
Other users in your account who have access to your team can view team documents at any time. If you want to share a specific document with other members of your team, you can send them a link to the document. You can update a document's reviewer access from the share modal to View or Edit.
Access the Share menu and select the Workspace tab. Then click Copy link next to Workspace access. Provide the link to whomever you need to share it with. Keep in mind that this link will only work for users in your account who have permission to access your team and is not the same link you will use to share with guests.
With the Aha! Knowledge Advanced plan, you can decide exactly who can view or edit a document.
You can also @mention a user in your account. This will add them as a Watcher on the document. Watchers receive notifications when documents change.
Share with guests
A guest is someone who is not a user in your Aha! account. Guests can view or edit your document with a link you provide them. A guest needs an account to view documents, but guest accounts are free.
Share a link
Access the Share menu and select the Guest tab. Then click Generate link. Provide the link to anyone you want to share the document with. You can set default View, View and comment, or Edit access for all guests using the dropdown under Guest access.
You can disable the link whenever you choose. If you disable the link, anyone who has the link but has not yet accepted access to the note or whiteboard will not be able to access it. But anyone who has already accepted the whiteboard will not lose access — they will find it the Shared with me section of their My work page.
Invite with email
To send an invitation to view a document, enter the email address of the person you want to share your document with in the Invite with email field. You can also add an optional message. Click Send invite to send your invitation. The person you invite to view your document will receive an email linking them to the document.
You can change a viewer's permissions to Edit, View and comment, or View access by clicking next to their initials in the People who have access section of the Share menu. You can remove access to your document for any viewer by hovering over their initials and clicking the trash icon that appears.
Share as a webpage
Sharing a note as a webpage is a great way to share information broadly. Anyone with the link will be able to view your note — they will not need a guest account to view it. That is why sharing as a webpage is ideal for sharing information with stakeholders on an ad hoc basis.
You can share a note as a webpage, but you cannot share a whiteboard as a webpage. However, you can share a note that has an embedded whiteboard. The embedded whiteboard will display its content, but viewers will not be able to expand the whiteboard to full view.
Access the Share menu and select the Webpage tab.
Click Manage webpage.
Click the toggle to Enable share as webpage.
Click Copy link.
Share the link with anyone.
Anyone with access to the link will be able to view the document. You can disable the link by clicking the toggle again or by clicking Generate new link. When you generate a new link, the previous link will no longer work.
Click Copy embed code to embed the note in a third-party platform.
Accept a document
Someone may share a personal document with you by providing you with a link. Likewise, someone from a different Aha! account may provide you with a link to share a document with you. If you are logged into your Aha! account, you will see an option to accept and view the document. Click View document to accept and view it.
If you are not logged into your Aha! account when you click the link, you will see a prompt to sign up for an account. We recommend logging in to your Aha! account first and then accessing the link to avoid creating an additional guest account to view the document.
If you do not have an Aha! account, you can sign up for a guest account from the invitation. Guest accounts are free.
- Documents
- Share documents
- Guest access
- Template library
- Notes
- AI writing assistant
- Introduction to whiteboards
- The whiteboard toolbar
- Add and edit whiteboard content
- Advanced whiteboard shapes
- Add media to whiteboards
- Collaborate on whiteboards
- Convert whiteboard content to Aha! records
- View Aha! records on whiteboards
- Create a whiteboard presentation
- How to create a custom whiteboard template
- How to build a roadmap in five steps
- How to visualize linked dependency statuses at scale
- How to import your backlog from Jira
- How to show the strategic progress at multiple levels
- How to identify schedule risks with calculation columns
- How to visualize cross-team capabilities with custom tables (Enterprise+)
- How to add a custom field
- How to pull work from Aha! Roadmaps into Aha! Develop
- How to share a report, roadmap, or view
- How to identify and prioritize high-value ideas
- How to import a Jira backlog into your Aha! account as ideas
- How to edit a status workflow
- How to build your product strategy
- How to host a collaborative brainstorming session
- Best practices for stakeholder alignment: Set product strategy
- Best practices for stakeholder alignment: Review customer feedback
- Best practices for stakeholder alignment: Prioritize the best ideas
- Best practices for stakeholder alignment: Create your product roadmap
- Best practices for stakeholder alignment: Manage product launches
- Best practices for stakeholder alignment: Communicate roadmap progress
- Best practices for linking your work to strategy
- Best practices for tracking OKRs
- Best practices for configuring Aha! to support SAFe®
- Best practices for configuring Aha! to support the Pragmatic Framework
- Best practices for tracking product development risks
- Best practices for managing cross-functional requests
- Best practices for setting product strategy
- Best practices for capturing and prioritizing customer ideas
- Best practices for launching your ideas portal
- Best practices for managing product platforms
- Best practices for managing solution offerings
- Best practices for managing product components
- Best practices for managing complex product bundles
- Best practices for creating a product information hub
- Best practices for using documents to collaborate with stakeholders
- Enterprise+ plan features
- Advanced custom layouts (Enterprise+)
- Automated scorecard metrics (Enterprise+)
- Automation (Enterprise+)
- Back up your account (Enterprise+)
- Configure team capacity planning (Enterprise+)
- Custom roles (Enterprise+)
- Custom tables (Enterprise+)
- Custom worksheets (Enterprise+)
- Enable IP address based access control (Enterprise+)
- Estimate work for capacity planning (Enterprise+)
- Getting started with capacity planning (Enterprise+)
- Integrate with security webhooks (Enterprise+)
- Link custom tables to each other (Enterprise+)
- Monitor your account activity (Enterprise+)
- Reference Aha! Roadmaps fields in custom worksheet equations (Enterprise+)
- Resolve capacity conflicts (Enterprise+)
- Team capacity report (Enterprise+)
- Work requests (Enterprise+)
- Workspace templates (Enterprise+)
- Workspaces and workspace lines
- Workspace types
- Differences between workspace types
- Explore a product workspace in your account
- Explore an IT workspace in your account
- Explore a project workspace in your account
- Explore a services workspace in your account
- Explore a business operations workspace in your account
- Explore a marketing workspace in your account
- Create a single-workspace hierarchy
- Create a multi-workspace hierarchy
- Create a portfolio hierarchy
- Workspace templates (Enterprise+)
- Archive or delete a workspace or workspace line
- How to define your product workspace
- Move workspaces to a new workspace line
- Duplicate workspace and workspace line prefix error
- Getting started with capacity planning (Enterprise+)
- Individual capacity planning
- Configure team capacity planning (Enterprise+)
- Estimate work for capacity planning (Enterprise+)
- Individuals capacity report
- Team capacity report (Enterprise+)
- Resolve capacity conflicts (Enterprise+)
- Troubleshoot missing records on the team capacity report (Enterprise+)
- Introduction to releases
- Release dependencies
- Release templates
- Release retrospective report
- Calendars
- Parking lots
- How the release start date is determined
- Move records from one workspace to another
- Portfolio releases
- Roll-up releases
- Release dates and feature capacity
- Draft release notes with AI
- Create a release
- Add features, phases, and milestones to a release
- Calculate release and release phase dates
- Customize the Gantt view
- Group features by epic on a Gantt chart
- Release and epic view options
- Track Gantt chart change history
- Copy an existing release
- Complete a release
- Share a release
- Introduction to ideas
- Ideas portal settings
- Ideas prioritization page
- Emailed ideas
- Submit-only ideas portal
- Private ideas portal
- Public ideas portal
- Ideas overview page
- Ideas chart page
- Create a central workspace to manage all ideas
- How promoted record status drives idea status
- Carry over custom field values from ideas to other record types
- "Filter by status" displays duplicate statuses on ideas portal
- Create one ideas portal for all of your workspaces
- Advanced custom portal design
- Import ideas and portal users
- Custom fields for ideas
- Portal notification emails
- Troubleshoot portal notification emails
- Ideas portal weekly summary email
- Manage portal spam
- Manage submitted ideas
- Customize ideas
- Promote ideas directly to your roadmap
- Merge ideas
- Pin ideas
- Respond publicly to users
- Report on trending ideas
- Ideas portal users
- Invite portal users
- Manage portal users
- Aha! Ideas Advanced plan features
- Portal SSO | SAML 2.0
- Portal SSO | OpenID Connect
- Portal SSO | JSON Web Token
- Portal SSO | Google Cloud Identity
- Portal SSO | OneLogin
- Portal SSO | Entra ID
- Portal SSO | Microsoft Active Directory Federation Services (ADFS)
- Portal SSO | Salesforce
- Portal SSO | Link portal users to organizations (Advanced plan)
- Portal SSO | Troubleshoot single sign-on issues
- Introduction to features
- Introduction to epics
- Introduction to requirements
- Tips for managing and prioritizing features
- User story maps
- Workflow board
- Feature scores
- Features prioritization page
- Mockups
- Copy, move, or bulk edit features
- When to use initiatives vs. epics
- Convert features to other record types
- Carry custom field values from requirements to features
- Estimate effort using custom scorecards
- Add feature start and due dates
- Release dates and feature capacity
- Parking lots
- Create templates for features and requirements
- Should I put bugs on my product roadmap?
- Customize feature cards
- Use epics across releases and workspaces
- Move records from one workspace to another
- Introduction to analytics
- Dashboards
- Reports overview
- Step-by-step examples: List reports, pivot tables, and custom roadmaps
- Filter your reports and roadmaps
- List report
- Perform calculations on data in list reports
- Pivot table
- Charts
- Product value report
- Individuals capacity report
- Team capacity report (Enterprise+)
- Resolve capacity conflicts (Enterprise+)
- Troubleshoot missing records on the team capacity report (Enterprise+)
- Dependency report
- Hierarchy report
- Diagram report
- Bulk edit records
- Report on workspace documents
- Report on a record's time in status
- Knowledge menu
- Documents
- Control workspace document access
- Frameworks
- Meetings
- Share documents
- Guest access
- AI writing assistant
- Template library
- Introduction to whiteboards
- The whiteboard toolbar
- Add and edit whiteboard content
- Advanced whiteboard shapes
- Add media to whiteboards
- Collaborate on whiteboards
- Aha! shapes
- Convert whiteboard content to Aha! records
- View Aha! records on whiteboards
- Create dependencies from a whiteboard
- Create Jira issues from your whiteboard
- Add Jira records to whiteboards
- Add ADO work items to whiteboards
- Create a whiteboard presentation
- Files
- Import documents from Confluence
- Import Microsoft Word documents
- Text editor
- Text editor toolbar
- Style text
- Add and modify tables
- Track history and restore historical versions
- Comment and collaborate on text
- Embed a whiteboard
- Add and comment on media
- Notes
- Access notes
- Create notes
- Note templates
- Organize notes
- Add media to notes
- Add Aha! views and whiteboards to notes
- Add header images to documents and folders
- Lock note editing
- Share and export your notes
- Knowledge base accessibility best practices
- Report on knowledge bases (Aha! Knowledge Advanced)
- Meta descriptions (Aha! Knowledge Advanced)
- Custom knowledge base URLs (Aha! Knowledge Advanced)
- Knowledge base visitor experience (Aha! Knowledge Advanced)
- Custom knowledge base domains (Aha! Knowledge Advanced)
- Knowledge base access (Aha! Knowledge Advanced)
- Knowledge base documents (Aha! Knowledge Advanced)
- Knowledge base homepage (Aha! Knowledge Advanced)
- Knowledge base branding (Aha! Knowledge Advanced)
- Knowledge base settings (Aha! Knowledge Advanced)
- Publishing overview (Aha! Knowledge Advanced)
- AI-powered knowledge base search (Aha! Knowledge Advanced)
- Introduction to presentations
- Create and manage presentation themes
- Manage presentation security
- Edit your presentation
- Annotate presentation slides
- Add, duplicate, or remove slides
- Adjust presentation slide images
- Adjust tables in presentation slides
- Add headers and footers to presentation slides
- Deliver your Aha! presentation
- Aha! views in presentation slides
- Apply a theme to an Aha! presentation
- Publish a presentation
- Publish a presentation to a secure webpage
- Use web controls for Aha! presentations
- Publish an Aha! presentation to a PDF
- Slide transitions in Aha! presentations
- Interactive views in Aha! presentations
- Aha! view update frequency in presentations
- Custom branding in presentations
- Embed your presentation in another webpage
- Manage presentation access
- Add collaborators to a presentation
- Change presentation ownership
- Web presentation security
- Statuses and workflows
- Feature types
- Record description templates
- Workflow approvals
- Scorecard equations
- Automated scorecard metrics (Enterprise+)
- Custom fields
- Merge custom fields together
- Convert custom fields to different field types
- Custom layouts
- Advanced custom layouts (Enterprise+)
- Manage at-risk work
- Report on at-risk work
- Custom worksheets (Enterprise+)
- Custom equation functions and operators
- Filter arrays with logical operators
- Introduction to advanced equations
- Field identifiers for advanced equations
- Reference Aha! Roadmaps fields in custom worksheet equations (Enterprise+)
- Custom tables (Enterprise+)
- Link custom tables to each other (Enterprise+)
- Use custom tables to manage strategic opportunities
- Track special customer information
- Connect with Aha! Develop (Advanced plan)
- Report on Aha! Develop records in Aha! Roadmaps
- Aha! Develop connection overview
- Aha! Develop connection best practices
- Aha! Develop connection reporting
- Aha! Develop connection account configuration
- Aha! Develop connection workflows
- Aha! Develop connection capacity planning
- Team status mapping
- Unified backlog management
- Enterprise+ functionality in the Aha! Develop connection
- Record types in the Aha! Develop connection
- User permissions in the Aha! Develop connection
- Account SSO | SAML 2.0
- Account SSO | Google Cloud Identity
- Account SSO | Okta
- Account SSO | OneLogin
- Account SSO | Microsoft Entra ID
- Account SSO | Microsoft Active Directory Federation Services (ADFS)
- Account SSO | Bitium
- Portal SSO | OneLogin
- Portal SSO | Entra ID
- Portal SSO | Microsoft Active Directory Federation Services (ADFS)
- Portal SSO | Salesforce
- Portal SSO | Link portal users to organizations (Advanced plan)
- Knowledge base SSO | SAML 2.0 (Aha! Knowledge Advanced plan)
- Knowledge base SSO | OpenID Connect (Aha! Knowledge Advanced)
- Knowledge base SSO | JSON Web Token (Aha! Knowledge Advanced)
- Knowledge base SSO | Google Cloud Identity (Aha! Knowledge Advanced)
- Knowledge base SSO | OneLogin (Aha! Knowledge Advanced)
- Knowledge base SSO | Entra ID (Aha! Knowledge Advanced)
- Knowledge base SSO | Microsoft Active Directory Federation Services (ADFS) (Aha! Knowledge Advanced)
- Knowledge base SSO | Salesforce (Aha! Knowledge Advanced)
- Troubleshoot single sign-on issues
- Integrate with your calendar application
- Create multiple development tool integrations for a single workspace
- Manage your integrations
- How to think about integrating Aha! Roadmaps with your development tool
- Import data from your development system
- Create an integration template
- Map fields between Aha! Roadmaps and your development system
- Configure links between integrated records
- View integration log messages
- How to diagnose development tool integration log messages
- Convert an integration from 1.0 to 2.0
- Move records with Jira or Rally
- Link records in Aha! Roadmaps with existing records in another system
- Send changes and accept imports from another system
- Resync Aha! Roadmaps with your development tool
- Move a linked record to another workspace
- Map a single Aha! Roadmaps record type to multiple development system record types
- Integrate a single workspace with multiple projects from the same development tool
- Send records in bulk to integrated tools
- Import error: no valid relationship link
- Integrate one workspace with multiple third-party systems
- Allow list IP addresses for on-premises development tools
- Manually send Aha! Roadmaps records to development tools
- Integrate with Azure DevOps
- Recommended Azure DevOps mappings
- Sync sprints with Azure DevOps
- Azure DevOps Services Error: "Configuration error for 'installed': getaddrinfo: Name or service not known"
- Integrate with Azure DevOps Services or Azure DevOps Server (version 1.0)
- Use the Azure DevOps integration through a web proxy
- Integration guides
- Integrate with Jira
- Detailed Jira integration instructions
- Recommended Jira mappings
- Integrate with Jira Server on-premises
- Migrate from Jira Server to Jira Cloud
- Use the Jira integration through a web proxy
- Integrate with Jira next-gen projects
- Sync sprints between Aha! Roadmaps and Jira
- Track capacity between Aha! Roadmaps and Jira
- Use webhooks for Jira integrations
- When multiple webhooks are needed and why
- Integrate a single Aha! Roadmaps workspace with multiple Jira projects
- Integrate with Jira when each project has one record type
- Map records between Aha! Roadmaps and Jira Core
- Integrate with Jira (version 1.0)
- Jira integration guides