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docs: update sharing and visibility sections for designs and workspaces #708

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Notes for Reviewers

This PR fixes #497

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@vr-varad
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Thank you for your contribution!
Let's discuss this during the website call today at 5:30 PM IST | 7 AM CT

Add it as an agenda item to the meeting minutes, if you would :)

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@zihanKuang zihanKuang left a comment

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Hi @kirti763, could you please change these two to use the info type alert box?

zihanKuang and others added 2 commits August 3, 2025 16:57
@kirti763 kirti763 force-pushed the update-sharing-visibility branch from 7e53f62 to d9e9bbf Compare August 3, 2025 11:42
Signed-off-by: kirti763 <[email protected]>
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kirti763 commented Aug 3, 2025

Done, @zihanKuang

@@ -41,7 +41,14 @@ To share and collaborate on a design with a very wide audience:

#### Publish the design

- If you need multiple people to open a design, publish the design then create a link to share to people with access. You can give edit access to people who need to edit or comment on the design. [Learn how to publish a design](#).
- If you need multiple people to open a design, publish the design then create a link to share to people with access. You can give edit access to people who need to edit or comment on the design. [Learn how to publish a design](#).
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  1. The jump link is missing: /kanvas/designer/publishing-designs/

  2. Regarding the phrase "publish the design then create a link to share to people with access"—could you clarify this? My understanding is that a published design is accessible to everyone. What does "people with access" refer to in this context if it's already public?

  3. Could you explain "When a design is published (made public)"? I've tested publishing designs that are set to private, and the outcome regarding their published status and permissions seems to be the same as publishing public designs. It appears the private/public setting doesn't affect the published state.

- **Public:** Making a design "Public" makes it accessible to anyone on the internet who has the link or discovers it through public channels.

{{< alert title="When a design is Public" type="info" >}}
- Viewers and commenters can view, download, print, and copy the design.
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Could you please clarify what "print" refers to here? Is it an action, and if so, does it correspond to a specific button?

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👀

@kirti763 kirti763 force-pushed the update-sharing-visibility branch from 626657c to 32e3ce8 Compare August 9, 2025 14:13
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kirti763 commented Aug 9, 2025

Hey @zihan just pushed the final tweaks! I was at KubeCon India and didn’t carry my laptop there, so thanks for the patience

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[Docs] Sharing Designs: add note about permissions under Public visibility
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