Arkscape
Share one card from your Ark with up to 10 people, without a group: who you can add, email invitations, what each person can do, and the card discussion.
A shared card is a card on your own Ark that other people work on with you, without creating a group. You can add up to 10 people to one card: coworkers, people in a group with you, people who follow you back, or anyone by email. Each person accepts or declines, and once they accept, the card appears on their own Ark too. It is one card in two places, so a change made by either of you shows for both.
Shared cards work the same on every plan, including Free, and people you invite by email can join with a free account. They are made for the work that involves one or two people outside your usual team: a question for a consultant, a sample to approve with a client, a drawing to check with an engineer.
The first person you add makes you the card's Responsible person, and everyone you add joins as a Participant. To hand the work to someone else, use Reassign to... in the people list. A card has one Responsible person at a time.
Add people is for cards whose home is your own Ark and that are not completed. Cards on a group's Arkboard are shared with the group's members instead (see Arkboard System).
You can add people you are already connected to, and anyone whose email address you know.
| Who | How they are found |
|---|---|
| Coworkers | Everyone in your organization, always, whatever its settings |
| People in a group with you | Any group you are both active members of |
| People who follow you back | You follow them and they follow you |
| Anyone else | By email address, whether or not they have an account yet |
Suggestions are ordered by how often you work with each person. If your organization or theirs keeps shared cards to coworkers, the picker says so instead of adding them.
Up to 10 people besides you, so 11 in all. The limit is the same on every plan. Everyone who has been asked counts toward it, accepted or not, and so does each email invitation that is still waiting. For more people, move the work to a group, which has its own board, discussions, and files.
You always see Invitation sent, whether or not the address has an Arkscape account, so an invitation never reveals who uses Arkscape.
To keep invitations from being misused, you can send up to 20 a day, one address can receive up to 5 invitations in 7 days, temporary email addresses are refused, and your own email address must be verified first.
They get a Card invitation notification, which they can answer with Accept or Decline straight from the notification or from their Ark Requests. Before deciding, someone you asked to take part can open the card to read its title, notes, dates, location, people, History, and discussion. Declining can include a short message, which you see in your Updates.
Once they accept, the card appears at the top of the first column on their Ark. They see that one card and its discussion, never the rest of your Ark.
Everyone who accepted can work on the card. Deciding who is on it, and whether it exists, stays with you as its owner.
| Action | You (owner) | People who accepted |
|---|---|---|
| Edit title, notes, location, and dates | ✓ | ✓ |
| Complete or reopen | ✓ | ✓ |
| Post in the discussion | ✓ | ✓ |
| Add or remove people, hand on Responsible | ✓ | — |
| Delete or move the card | ✓ | — |
| Leave the card | — | ✓ |
To step off a card, people use Leave card in its menu: it comes off their Ark and stays on yours. The card's History shows who changed what.
Each shared card has its own page with three tabs: Discussion, Details, and People. Open it with Open discussion in the card's menu. The discussion appears once someone besides you is on the card.
Yes. Organization admins control this in Admin panel > Preferences > Shared cards, with the switch Allow people from outside the organization, which is on by default. When it is off, members can add only coworkers, and people outside the organization can't add your members to their cards.
When an admin turns it off while outside people are on shared cards, they choose whether those people stay (Keep them) or come off too (Remove them too). Card owners are told when people come off their card, and why. Admins see only how many cards are affected, never which cards or whose: a shared card stays with its owner.
Use a shared card for one piece of work with a few people. Use a group for a project: it holds many cards, any number of members, a shared Arkboard, discussions, files, and a Reports tab. A shared card can move to a group once you have removed the people on it, so nobody lands in a group they didn't join.
Yes, to open the card. If they don't have one, the invitation email lets them create a free account with that address.
No. Shared cards and their 10-person limit are the same on every plan, including Free.
No. They see the one card you shared and its discussion.
Reopen it first. Completed cards can't take new people.
Yes. The next card keeps the people who accepted or were still deciding, so nobody is asked again each time. See Repeating Cards.