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Share Collections with members of professional plans

Share Collections with members of professional plans

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This article is for admins of professional plans.

Admins and members of Team, Business and Business Plus plans can share unlimited Collections of their work logins and Secure Notes with other groups and individuals who are part of their organization with Dashlane accounts. Starter plan admins can share only one Collection.

Dashlane no longer sells Starter or Team plans. If you already have a Starter or Team plan, you can keep and renew your current plan or switch to a different plan.
Explore plans and pricing

You can create Collections and use them to organize and share your logins and Secure Notes. Collections are like folders. For example, you might create a "Travel" Collection and add work logins for hotels, flights, rentals, and travel sites. You might also add a Secure Note for a hotel key code.

Note: You can't share Collections that include Secure Notes with attachments.

When you open the Collection, you view all related logins and Secure Notes grouped together. You can create as many Collections as you need and add your work logins and Secure Notes to multiple Collections.

More about creating and managing Collections

After you create Collections, you can share them with groups and individuals in your organization.

When do I share a Collection or use sharing groups?

Besides sharing an individual item with one person, Dashlane also has two distinct sharing features:

Sharing Collections: With Collections, you have an intuitive folder-sharing system. Within the organization, admins and members of Team, Business and Business Plus plans can create Collections of their work logins and Secure Notes. Then admins and members can share those Collections with both individuals and groups. Everyone can also organize shared items by project, topic, or function, offering a broader organizational spectrum beyond conventional sharing groups.

Sharing groups: After admins or Group Managers create a group, members can share logins and Secure Notes with other group members directly in the group. The group acts as the container for the items to be shared.

More about sharing groups

Sharing Collections and sharing groups can work together. You can efficiently arrange related work logins and Secure Notes within a Collection and then share that Collection as needed with a group or specific individuals.

Both options provide the flexibility and control you need to address your team's distinct and evolving needs.

Share a Collection

You can share Collections with groups and individuals who are part of your organization and have Dashlane accounts. When you share a Collection, you'll choose roles and permissions for the people you're sharing with.

More about roles and permissions

Select the app where you want to share a Collection.

Share a Collection in the web app

Collections appear in alphabetical order in the left menu of the web app. Select a Collection's title to view the work logins and Secure Notes. If the Collection has both logins and Secure Notes, the items are organized in tabs.

Note: You can't share Collections that include Secure Notes with attachments.

Collections have an icon next to the title based on which Spaces are available in your vault. You can share only Collections that are in your Business Space. If you don't have a Personal Space, the Collection defaults to your Business Space. After you share a Collection, you can't move a login or Secure Note from your Business Space to your Personal Space. You have to remove the item from the shared Collection first and then move it.

More about Spaces

Share a Collection in the web app

  1. Point to a Collection in the left menu, select the 3-dot menu, and select Share. Or, open the Collection and select Share at the top of the page. You can't share the Collection if it has Secure Notes with attachments.

  2. In the pop-up, enter or select the group or email address of the person or people you're sharing with who are part of your organization. You can’t share work logins and Secure Notes with someone outside of your organization.
  3. Select the checkbox for Only show selected people at the bottom of the pop-up to review your selections.

  4. By default, each group or individual is assigned the Editor role for the shared Collection. Use the menu next to each selection to change the group or individual's role to Manager. You can have more than one Manager for a shared Collection.

    More about the Editor and Manager roles and permissions

  5. Select Next.
  6. Select the permissions, which determine what the people you share the Collection with can do with the items in the Collection:
    • Limited rights: The people you share the Collection with can use the items but not edit, share, or revoke access.
      • The Manager role is allowed to reshare the Collection, even if they have limited rights for some items. If the Manager has limited rights for an item in the Collection, they can’t edit or share the individual item.
    • Full rights: The people you share the Collection with have joint ownership of the items. They can use, view, edit, share, and revoke access to the items, as well as your access.

    Note: You can change permissions for individual items. When viewing an item, select the Shared access tab.

  7. Select Share. A success message appears at the bottom of the screen.

The shared Collection appears in the left menu with the shared icon, shown as two people. You can add other groups and individuals to the Collection anytime.

Tip: While viewing a Collection, you can share an individual login or Secure Note rather than the entire Collection. To share an individual item, select the 3-dot menu in the item's row and then select Share.

Share a Collection on your Android app

On your Android app, you won't use an extension. Everything you need is in the Dashlane app.

If you want to add or remove Secure Notes from your shared Collection, use the web app. You can view and share Collections with Secure Notes on your Android app.

You can only share with groups and individuals in your organization who have Dashlane accounts.

  1. Open the top left menu in the app and select Collections.
  2. Your Collections appear in alphabetical order on the Collections screen. Select a Collection in the list to view the logins and Secure Notes.
  3. If you have the Manager role with Full rights, select the 3-dot menu in the upper-right corner and then select Share. You can't share the Collection if it has Secure Notes with attachments.
  4. On the Share Collection screen, select the group or email address of the person or people you're sharing with who are part of your organization. Select the magnifying glass icon to search for an email address or group. You can’t share work logins and Secure Notes with someone outside of your organization.

    Note: Selected individuals and groups default to the Manager role and Full rights on your Android app. Everyone you select can manage access to the Collection and has joint ownership of the items in the Collection. If you want to make changes, use the web app.
    More about the Editor and Manager roles and permissions

  5. Select Share.
  6. A success message appears at the bottom of the screen. Select the back arrow in the upper-left corner to return to the Collections screen.

The shared Collection appears with the shared icon, shown as two people. You can add other groups and individuals to the Collection anytime.

Share a Collection on your Apple device

You won't use an extension on your iPhone, iPad, and macOS app. Everything you need is in the Dashlane app.

You can share only with groups and individuals who are part of your organization with Dashlane accounts.

Share a Collection on your iPhone app

  1. Select Tools in the bottom menu and select Collections.
  2. Your Collections appear in alphabetical order on the Collections screen. Select a Collection in the list to view the logins and Secure Notes.
  3. If you have the Manager role with Full rights, select the 3-dot menu in the upper-right corner and then select Share. You can't share the Collection if it has Secure Notes with attachments.
  4. On the New share screen, enter or select the group or email address of the person or people you're sharing with who are part of your organization. You can’t share work logins and Secure Notes with someone outside of your organization.

    Note: Selected individuals and groups default to the Manager role and Full rights on your iPhone app. Everyone you select can manage access to the Collection and has joint ownership of the items in the Collection. If you want to make changes, use the web app.
    More about the Editor and Manager roles and permissions

  5. Select Share.
  6. A success message appears. Select Close in the upper-right corner.

The shared Collection appears with the shared icon, shown as two people. You can add other groups and individuals to the Collection anytime.

Share a Collection on your iPad or macOS app

Collections appear in alphabetical order in the left menu. Select a Collection's name to view the logins and Secure Notes.

  1. Select a Collection in the left menu. The Collection opens.
  2. If you have the Manager role with Full rights, select the 3-dot menu in the upper-right corner and then select Share. You can't share the Collection if it has Secure Notes with attachments.
  3. In the New share pop-up, enter or select the group or email address of the person or people you're sharing with who are part of your organization. You can’t share work logins and Secure Notes with someone outside of your organization.

    Note: Selected individuals and groups default to the Manager role and Full rights on your iPad or macOS app. Everyone you select can manage access to the Collection and has joint ownership of the logins and Secure Notes in the Collection. If you want to make changes, use the web app.
    More about the Editor and Manager roles and permissions

  4. Select Share. A success message appears.
  5. The shared Collection appears in the left menu with the shared icon, shown as two people. You can add other groups and individuals to the Collection anytime.

Tip: While viewing a Collection, you can share only an individual login or Secure Note rather than the entire Collection. In the item's row, select the 3-dot menu and then select Share.

Roles and permissions for shared Collections

When you share a Collection, you choose roles for the people you're sharing with.

Editor of a shared Collection

 Manager of a shared Collection
  • Can add, edit, and remove items in the Collection
  • Can't share or revoke access to the Collection
  • Can add, edit, and remove items in the Collection
  • Can share or revoke access to the Collection
  • Can assign the Editor or Manager role for any individual or group

When you first share a Collection, you also choose permissions, which determine what the people you're sharing with can do with the logins and Secure Notes in the Collection. The permissions you choose apply to all the items in the Collection. But you can change the permissions for an individual item.

Items shared with Limited rights

Items shared with Full rights
  • Anyone with access to the Collection can use the shared items
  • Only the person who shared the Collection can edit, share, or revoke access to the shared items
  • The Manager role is allowed to reshare the Collection, even if they have Limited rights for some items
  • If the Manager has Limited rights for an item in the Collection, they can’t edit or share the individual item
  • Anyone with access to the Collection has joint ownership of the shared items
  • Anyone with access to the Collection can use, view, edit, and share the items
  • Anyone with access to the Collection can revoke access to the items, even for the person who created the Collection

Notes about roles and permissions:

  • You can't share a Collection if it has Secure Notes with attachments.
  • You’re automatically assigned the Manager role and Full rights when you share a Collection.
  • You can have multiple Managers for a Collection.
  • When you share a Collection in the mobile and macOS apps, the people you share with have the Manager role and Full rights by default. You can make changes in the web app.
  • The permissions you've chosen when first sharing the Collection or updating individual items will apply by default every time you share the Collection with new individuals or groups.
  • If someone you've shared with adds a new item to the Collection, they can choose permissions for that item, regardless of the permissions you've chosen for the shared Collection.
  • Admins of Team, Business and Business Plus plans don’t automatically have Manager or Full rights on Collections created by plan members. They still need to be given that role and permission by the Managers of those Collections. Starter admins can share one Collection, but Starter members can't share Collections.

Accept an invitation to a shared Collection

For Collections shared with sharing groups, no one needs to accept an invitation because the Collection automatically appears for all group members.

Select the app where you want to accept an invitation to a Collection.

Accept an invitation to a shared Collection in the web app

To accept an invitation to a shared Collection, select the link in the email you receive or select Accept in your notifications in the web app.

To view your notifications, select the notifications icon, shown as a bell, next to the My account menu in the upper-right corner of the page.

You need to accept the invitation before you can access a shared Collection.

If the shared Collection doesn't appear, go to My account, then Settings, and select Sync now. You can also log out of the Dashlane and log in again to see the update.

Accept an invitation to a shared Collection on your Android app

You need to accept the invitation before you can access a shared Collection.

  1. To accept an invitation to a shared Collection, select the link in the email you receive or open the top left menu in the app and select Notification Center.
  2. If you have several invitations on the Notification Center screen, select the See all link to expand the list. Then, select the shared Collection invitation.
  3. On the next screen, the shared Collection invitation appears with a folder icon. Select Accept.

If the shared Collection doesn't appear, you can log out of the Dashlane Password Manager and log in again to see the update.

Accept an invitation to a shared Collection on your Apple device

You need to accept the invitation before you can access a shared Collection.

Accept an invitation to a shared Collection on your iPhone app

To accept an invitation to a shared Collection, select the link in the email you receive or select Notifications in the bottom menu of the app.

  1. If you have several invitations on the Notification Center screen, select the See all link to expand the list. Then, select the shared Collection invitation.
  2. On the next screen, the shared Collection invitation appears with a folder icon. Select Accept.

If the shared Collection doesn't appear, you can log out of the Dashlane and log in again to see the update.

Accept an invitation to a shared Collection on your iPad or macOS app

  1. To accept an invitation to a shared Collection, select the link in the email or select Notifications in the left menu.
  2. Select the notification. If you have many notifications, select the section's See all link.
  3. On the Sharing page, select Accept.

If the shared Collection doesn't appear, log out of the Dashlane and log in again to see the update.

View and update shared access, roles, and permissions for a Collection

You can view and update shared access, roles, and permissions for a Collection. You can revoke access, change roles, and change permissions for the Collection items. You can also see who still has to accept their invitation to a Collection.

Select the app you're using.

View and update shared access and roles for a Collection in the web app

  1. In the left menu of the web app, find the shared Collection you want to view or update. Shared Collections appear with the shared icon, shown as two people.
  2. Point to the Collection, select the 3-dot menu, and then Shared access. Or, select the Collection and then select the 3-dot menu at the top of the Collection page. Then select Shared access.
  3. In the Shared access pop-up, you can view who has access, change their role, and revoke access to the Collection. You can also see who hasn’t accepted your invitation.
  4. If you make a change, select Update in the pop-up.

View and update permissions for the items in a Collection in the web app

You can have different permissions for individual items in shared Collections. When you change the permission for one item, the permissions aren’t changed for other items in the shared Collection.

  1. In the left menu of the web app, select the shared Collection you want to view or update. Shared Collections appear with the shared icon, shown as two people.
  2. Select the item you want to update permissions for. If the Collection contains both logins and Secure Notes, you’ll see a tab for each.
  3. Select Shared access tab.
  4. Select Edit permissions.
  5. Choose Full rights or Limited rights. You can also choose Remove, which removes the item from the shared Collection so that people with access to the Collection can no longer access this specific item.
  6. Select Change rights.

View shared access, roles, and permissions for a Collection on your Android app

In the Android app, you can view shared access, roles, and permissions for a Collection. You can also see who still has to accept their invitation to a Collection and revoke access to the Collection.

You can't change anyone's role or permissions in the mobile app. To change a role or permissions, use the web app.

  1. Open the top left menu and select Collections.
  2. On the Collections screen, select the 3-dot menu next to a Collection and select Shared Access.
  3. On the Shared Access screen, you can view who has access and revoke access. You can also see who hasn't accepted your invitation.

View who has shared access to a Collection on your Apple device

On your iPhone, iPad, or macOS app, you can view shared access, roles, and permissions for a Collection. You can also see who still has to accept their invitation to a Collection and revoke access.

You can't change anyone's role or permissions in the mobile app. To change a role or permissions, use the web app.

View who has shared access to a Collection on your iPhone app

  1. Select Tools in the bottom menu and select Collections.
  2. On the Collections screen, select a Collection in the list. The Collection opens.
  3. Select the 3-dot menu in the upper-right corner and select Shared access.
  4. On the Shared Access screen, you can view who has access and revoke access. You can also see who hasn't accepted your invitation.

View who has shared access to a Collection on your iPad or macOS app

  1. Select a Collection in the left menu. The Collection opens.
  2. In the top menu, select the 3-dot menu and select Shared access.
  3. In the Shared access pop-up, you can view who has access and revoke access. You can also see who hasn't accepted your invitation.

Revoke shared access to a Collection

Select the app where you want to revoke shared access to a Collection.

Revoke shared access to a Collection in the web app

If you share a Collection with the wrong people or change your mind, you can revoke shared access. Dashlane never notifies members when you revoke their access to a Collection. But members won't have access to the Collection the next time they log in.

  1. In the left menu of the web app, find the Collection that you no longer want to share. Shared Collections appear with the shared icon, shown as two people.
  2. Point to the Collection, select the 3-dot menu, and then Shared access. Or, select the Collection and then select the 3-dot menu at the top of the Collection page. Then select Shared access.
  3. In the Shared access pop-up, select the menu next to the groups or individuals you no longer want to share the Collection with.
  4. Select Revoke and then select Update at the bottom of the pop-up. A success message appears at the bottom of the screen.
    • Select Revoke invitation if the recipient hasn't accepted your sharing invitation.

You can share the Collection again anytime with anyone you removed.

Revoke shared access to a Collection on your Android app

If you share a Collection with the wrong people or change your mind, you can revoke shared access. Dashlane never notifies members when you revoke their access to a Collection. But members won't have access to the Collection the next time they log in.

  1. Open the top left menu and select Collections.
  2. On the Collections screen, select the 3-dot menu and select Shared Access.
  3. On the Shared Access screen, select Revoke next to the groups or individuals you no longer want to share the Collection with.
  4. In the confirmation pop-up, select Revoke access. A success message appears.

You can share the Collection again anytime with anyone you removed.

Revoke shared access to a Collection on your Apple device

If you share a Collection with the wrong people or change your mind, you can revoke shared access or revoke your invitation. Dashlane never notifies members when you revoke their access to a Collection. But members won't have access to the Collection the next time they log in.

You can share the Collection again anytime with anyone you removed.

Revoke shared access to a Collection on your iPhone app

  1. Select Tools in the bottom menu and select Collections.
  2. On the Collections screen, select the Collection that you no longer want to share.
  3. Select the 3-dot menu in the upper-right corner and select Shared access.
  4. On the Shared access screen, select the groups or individuals you no longer want to share the Collection with.
  5. In the panel that opens, select Revoke and then Update.

Revoke shared access to a Collection on your iPad or macOS app

  1. In the left menu, select the Collection that you no longer want to share.
  2. On the Collection page, select the 3-dot menu and select Shared access.
  3. In the Shared access pop-up, select the groups or individuals you no longer want to share the Collection with.
  4. Select Revoke and then Update.

You can share the Collection again anytime with anyone you removed.

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