This article is for admins of professional plans.
Admins and members of Team, Omnix® Password Management, and Omnix Enterprise 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, Team, or Standard plans. If you already have one of these plans, you can keep and renew your current plan or switch to an existing one.
You can create collections 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 may also add a Secure Note for a hotel key code.
Note: You can't share collections that include Secure Notes with attachments.
Video: How to use collections to organize your data
When you open a 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 how to create and manage collections
After you create collections, you can share them with people and groups in your organization. If you have a personal Dashlane plan, you can’t share collections with others at this time.
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 for professional plans:
Sharing collections: Collections offer an intuitive folder-sharing system. Within the organization, admins and members of the Team, Omnix Password Management, and Omnix Enterprise 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 more ways to organize 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.
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 specific individuals or a group.
Both options provide flexibility and control to address your team's distinct and evolving needs.
Share a collection
You can share collections with people and groups in your organization who have Dashlane accounts. When you share a collection, you'll choose the roles and permission level for the people you're sharing with.
Share a collection in the web version
Collections appear in alphabetical order in the left menu of the web version. 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 their titles that indicates the available Spaces 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 before you move it.
Share a collection
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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 Secure Notes with attachments are included.
- 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.
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Select the Only show selected people checkbox at the bottom of the pop-up to review your selections.
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You can assign each person or group a role for the shared collection. By default, each person or group is assigned the Editor role. When you share a collection, you’re automatically assigned the Manager role and the Full access permission level. Use the menu next to each selection to change a person or group’s role.
- Editors can add and remove items from the collection, but can’t manage collection sharing.
- Managers have the Editor capabilities, and they can add or remove other people or groups from the shared collection. You can have more than one Manager for a shared collection.
- Select Next.
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Select the permission level that determines what the people you share the collection with can do with the items in the collection, regardless of their role. The same permission level is assigned to all items in the collection.
When you choose a permission level that includes “edit,” the recipients can change the login’s password and any other information in the login, Secure Note, or secret. Secrets are only available to organizations with Password Management or Credential Protection
Depending on the item type you’re sharing, you’ll see these permission levels:
- Full access: The recipient has full control over the item, including the ability to autofill, reveal the password, copy, edit, and share it with others. Recipients with this level of access can also manage sharing for other people and even revoke your access.
- Can edit: The recipient can autofill, reveal the password, copy, and edit the item. However, they can’t share the item with other people.
- Can view: The recipient can view and copy item fields, but they can’t edit or share the item. Secrets and Secure Notes are always viewable.
- Can autofill: This permission level is designed for logins only. The recipient can autofill the shared login, but can’t see the password in plain text. The recipient can't share the password with others. For other item types, such as Secure Notes and secrets, permissions will be set to Can view because their content is always viewable.
You select a permission level when you first share the collection or update individual items. That permission level then applies by default each time you share the collection with new people or groups.
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Select Share. A success message appears at the bottom of the screen.
Note: You can change permissions for individual items. When viewing an item from your vault, select the Shared access tab. Also, if someone you've shared with adds a new item to the collection, they can choose the permission level for that item, regardless of the permission level you've chosen for the shared collection.
Important: If someone has access to an item in a different way, the highest permission is applied.
Example:
- Rob shares an item with Anne, granting her Full access. Anne can autofill, reveal, copy, edit, and share the password.
- Rob then adds the same item to a collection and shares the collection with Anne and others with the Can autofill permission.
Result: Anne retains Full access to the item in the shared collection because it’s the highest permission. She can autofill, reveal, copy, edit, and share the item.
The shared collection appears in the left menu with the shared icon, shown as two people. You can add other people and groups to the collection at any time.
Tip: When you view a collection, you can share an individual login or Secure Note, rather than the entire collection, if you have Full access permission for the item. To share an individual item, select the 3-dot menu in the item's row and then select Share. If you don’t have Full access for the item, Share doesn’t appear in the menu.
Share a collection on Android
You don't need to use an extension with your Dashlane Android app. Everything you need is in the app.
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 people and groups in your organization who have Dashlane accounts. When you share a collection, you’re automatically assigned the Manager role and the Full access permission level.
Collections have an icon next to their titles that indicates the available Spaces 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 before moving it.
Share a collection
- Open the top-left menu in the app and select Collections.
- Your collections appear in alphabetical order on the Collections screen. Select a collection in the list to view the logins and Secure Notes.
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If you have the Manager role with the Full access permission, select the 3-dot menu in the top right of the screen, and then select Share.
You can't share the collection if it has Secure Notes with attachments.
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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.
Note: Selected individuals and groups default to the Manager role and the Full access permission on your Android app. Everyone you select can manage access to the collection and shares joint ownership of the items in the collection. If you want to make changes, use the web app.
- Select Share.
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A success message appears at the bottom of the screen. Select the back arrow in the top left of the screen to return to the Collections screen.
The shared collection appears with the shared icon, shown as two people. You can add other people and groups to the collection at any time.
Share a collection on your Apple device
You don't need to use an extension with your Dashlane iPhone, iPad, and macOS app. Everything you need is in the app.
You can share only with people and groups who are part of your organization with Dashlane accounts. When you share a collection, you’re automatically assigned the Manager role and the Full access permission level.
Share a collection on iPhone
- Select Tools in the bottom menu and select Collections.
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Your collections appear in alphabetical order on the Collections screen. Select a collection in the list to view the logins and Secure Notes.
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If you have the Manager role with Full access permission, select the 3-dot menu in the top right of the screen, then select Share.
You can't share the collection if it has Secure Notes with attachments.
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On the Select who to share with screen, enter or select the group or email address of the person or people you're sharing with who are part of your organization.
Note: Selected people and groups default to the Manager role and the Full access permission on your iPhone app. Everyone you select can manage access to the collection and shares joint ownership of the items in the collection.
- Select Next in the top right of the screen.
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A success message appears. Select the X in the top right of the screen to return to the collection screen.
The shared collection appears with the shared icon, shown as two people. You can add other people and groups to the collection at any time.
Tip: When you view a collection, you can share only an individual login or Secure Note, rather than the entire collection, if you have Full access permission for the item. In the item's row, select the 3-dot menu and then select Share.
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.
You can share only with people and groups who are part of your organization with Dashlane accounts. When you share a collection, you’re automatically assigned the Manager role and the Full access permission level.
- Select a collection in the left menu. The collection opens.
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If you have the Manager role with the Full access permission, select the 3-dot menu in the top right of the app and then select Share.
You can't share the collection if it has Secure Notes with attachments.
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In the Select who to share with 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.
Note: Selected individuals and groups default to the Manager role and the Full access permission on your iPad or macOS app. Everyone you select can manage access to the collection and shares joint ownership of the logins and Secure Notes in the collection.
- Select Next in the top right of the pop-up.
- A success message appears. Select the X in the top-right of the pop-up to return to the collection screen.
The shared collection appears in the left menu with the shared icon, shown as two people. You can add other people and groups to the collection at any time.
Tip: When you view a collection, you can share only an individual login or Secure Note, rather than the entire Collection, if you have Full access permission for the item. In the item's row, select the 3-dot menu and then select Share.
Roles 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 |
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Note: Admins of professional plans do not automatically have the Manager role or the Full access permission on collections created by plan members. Admins need to be given that role and permission level by the Managers of those collections. Starter admins can share one collection, but Starter members can't share collections.
Notes about roles and permissions:
- You can't share a collection that contains Secure Notes with attachments.
- You’re automatically assigned the Manager role and the Full access permission 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 the Full access permission by default.
- You select permission levels when you first share the collection or update individual items. Those permission levels then apply by default each time you share the collection with new people or groups.
- If someone you've shared with adds a new item to the collection, they can choose the permission level for that item, regardless of the permissions you've chosen for the shared collection.
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.
Accept an invitation to a shared collection in the web version
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 Notifications in the left menu, where it appears as a red icon.
You need to accept the invitation before you can access a shared collection.
If the shared collection doesn't appear, go to the Vault menu, then Settings, and select Sync now. You can also log out of Dashlane and log in again to see the update.
Accept an invitation to a shared collection on Android
You need to accept the invitation before you can access a shared collection.
- To accept an invitation to a shared collection, select the link in the email you receive. Or, in the side menu of the Dashlane Android app, select For you.
- At the top of the For you screen, you'll see either an invitation or a link to view a list of pending sharing invitations.
- Select an invitation and accept to add the login to your Dashlane vault.
If the shared collection doesn't appear, you can log out of Dashlane 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 iPhone
- To accept an invitation to a shared collection, select the link in the email you receive. Or, select For you in the bottom menu of the Dashlane iPhone app.
- At the top of the For you screen, you'll see either an invitation or a link to view a list of pending sharing invitations.
- 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 Dashlane and log in again to see the update.
Accept an invitation to a shared collection on your iPad or macOS app
- To accept an invitation to a shared collection, select the link in the email or select the For you tab in the left menu.
- Select the notification. If you have multiple notifications, select the See all link.
- On the Sharing page, select Accept.
If the shared collection doesn't appear, log out of 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 needs to accept their invitation to a collection.
View and update shared access and roles for a collection in the web version
- 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.
- 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.
- 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.
- If you make a change, select Update in the pop-up.
View and update permissions for the items in a collection in the web version
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.
- In the left menu of the web version, select the shared collection you want to view or update. Shared collections appear with the shared icon, shown as two people.
- 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.
- Select the Shared access tab.
- Select the 3-dot menu for the item and select Update permissions.
- In the Edit permissions for this item pop-up, choose the new permission.
- Select Change rights.
More on the permission levels for shared items
View who has shared access for a collection on Android
In the Dashlane Android app, you can view shared access, roles, and permissions for a collection. You can also see who still needs to accept their invitation to a collection and revoke access to the collection.
You can't change anyone's permissions in the mobile app. To change permissions, use the web app.
- In the Dashlane Android app's side menu, select Collections.
- On the Collections screen, select the 3-dot menu next to a collection and select Shared Access.
- 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 needs to accept their invitation to a collection and revoke access.
You can't change anyone's permissions in the mobile app. To change permissions, use the web app.
View who has shared access to a collection on iPhone
- Select Tools in the bottom menu and select Collections.
- On the Collections screen, select a collection in the list. The collection opens.
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Select the 3-dot menu in the top right of the screen and select Shared access.
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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
- Select a collection in the left menu. The collection opens.
- In the top right of the app, select the 3-dot menu and select Shared access.
- 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.
- Open the menu next to an individual or group you've shared with to view the Permissions pop-up.
Revoke shared access to a collection
Revoke shared access to a collection in the web version
If you share a collection with the wrong people or change your mind, you can revoke shared access. Dashlane doesn't notify members when you revoke their access to a collection. But members won't have access to the collection when they next log in.
You can share the collection again with anyone you've removed at any time.
- In the left menu of the web version, find the collection that you no longer want to share. Shared collections appear with the shared icon, shown as two people.
- Point to the collection, select the 3-dot menu, and then Shared access. Or select the collection and then select the 3-dot menu in the top right of the collection page. Then select Shared access.
- In the Shared access pop-up, select the menu next to the groups or individuals you no longer want to share the collection with.
- 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.
Revoke shared access to a collection on Android
If you share a collection with the wrong people or change your mind, you can revoke shared access. Dashlane doesn't notify members when you revoke their access to a collection. But members won't have access to the collection when they next log in.
You can share the collection again with anyone you've removed at any time.
- In the Dashlane Android app's side menu, select Collections.
- On the Collections screen, select the 3-dot menu next to a collection and select Shared Access.
- On the Shared Access screen, you can view who has access and revoke access. You can also see who hasn't accepted your invitation.
- On the Shared Access screen, select Revoke next to the groups or individuals you no longer want to share the collection with. You'll see "Invite pending" if the invitation hasn't been accepted.
- In the confirmation pop-up, select Revoke access. A success message appears.
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 doesn't notify members when you revoke their access to a collection. But members won't have access to the collection when they next log in.
You can share the collection again with anyone you've removed at any time.
Revoke shared access to a collection on iPhone
- Select Tools in the bottom menu and select Collections.
- On the Collections screen, select the collection that you no longer want to share.
- Select the 3-dot menu in the top right of the screen, and select Shared access.
- On the Shared access screen, select the menu next to the group or individual you no longer want to share the collection with. You'll see "Invite pending" if the invitation hasn't been accepted.
- In the panel that opens, select Revoke and then Update.
Revoke shared access to a collection on your iPad or macOS app
- In the left menu, select the collection that you no longer want to share.
- On the collection page, select the 3-dot menu in the top right of the app and select Shared access.
- In the Shared access pop-up, select the groups or individuals you no longer want to share the collection with.
- Select Revoke and then Update.