Keeping sensitive content private with Edition Privacy

Edition Privacy lets you mark an edition private, hiding it from everyone in your organization except yourself and the collaborators you choose to grant access to.

Table of Contents:

1. Marking an edition private
2. Who can see a private edition
3. Granting access to collaborators
4. What's restricted while an edition is private
5. FAQs

1. Marking an edition private

🛠️ How it works:

• There are two ways to access the edition privacy toggle. From list view or planner/kanban view, click the three-dot menu (⋮) next to the edition. From the deck editor, click the eye icon in the toolbar.
• Click "Manage privacy." This opens the "Edition Privacy Settings" window.
• Turn on "Mark edition private." You become the edition's privacy owner — only you can manage its privacy settings or mark it public again.
• Confirm. A "Private" badge appears on the edition, and you'll see a confirmation toast.

2. Who can see a private edition

🛠️ How it works:

• Only the privacy owner and granted collaborators can see a private edition. It disappears entirely from planner view, list view, the calendar, the content archive, and search for everyone else.
• Someone with granted access sees a "Private" badge on the edition, and the planner column background is tinted to match.
• Anyone without access who had a link (from an invite email, a comment, or a notification) is redirected to the planner or list view and shown an error message.
• Notifications are suppressed. New and repeat notifications tied to the edition don't go out to anyone who isn't granted access.

3. Granting access to collaborators

🛠️ How it works:

• Open "Manage privacy" on the private edition. Only the privacy owner sees the full settings — the entry point is hidden for everyone else while the edition is private.
• Type a name into "Grant access" and click "Invite." You can only grant access to people who are already collaborators on the series and existing HQ users.
• Granted collaborators can edit the edition in the card and deck editor, and can drag cards into the private edition — but they can't drag cards back out, and they can't mark the edition public.
• Only the privacy owner can mark the edition public again. Doing so shows a confirmation ("Mark this edition public? Anyone on the series will be able to see and edit the edition.") before it reopens to everyone.

4. What's restricted while an edition is private

• Sending is blocked. Test sends and regular sends are disabled while an edition is private — the privacy owner has to mark it public first.
• Exporting and templating are blocked. "Export to HTML" and "Save as template" are hidden from the menu.
• Approval requests are blocked, and admin locks are hidden.
• Inviting new people is blocked. You can't invite a new series collaborator or HQ user from a private edition, including through comments. You can still tag existing collaborators and grantees in comments.
• Duplicating still works. Duplicating a private edition into the same series carries over the same privacy owner and grantees. Duplicating into a different series is allowed only if the privacy owner is a collaborator (or admin/owner) on the destination series — grantees carry over only if they're also collaborators there.

5. FAQs

What is Edition Privacy?

Edition Privacy lets you hide an individual edition from everyone in your organization except yourself and anyone you specifically grant access to. It's meant for drafting sensitive or confidential content without relying on workarounds like a second workspace or downgraded user roles.

Who can see a private edition?

Only the person who marked it private (the privacy owner) and anyone they've granted access to. This is true even for org admins — being an admin doesn't give you visibility into a private edition.

Can I send a private edition?

No. Test sends, regular sends, exports to HTML, and saving as a template are all blocked while an edition is private. The privacy owner needs to mark the edition public first.

Who can mark an edition private or public?

Any HQ user with access to an edition can mark it private, which makes them the privacy owner. Only the privacy owner can mark it public again or manage who has access — granted collaborators can edit but can't change the privacy settings themselves.

What happens if the privacy owner leaves the organization?

If the privacy owner leaves and only granted collaborators remain, reach out to HQ Support — this is handled as a support escalation to unlock the edition, not a self-serve option.

Is Edition Privacy available on all plans?

It's included on Premier plans and available as a paid add-on for Advanced plans. If your organization doesn't want this feature available at all, contact your account team and we can disable it.

What's the difference between Edition Privacy and Admin Lock controls?

They solve different problems. Edition Privacy controls visibility — it hides an edition from everyone except the privacy owner and anyone they grant access to, and any HQ user can apply it. Admin Lock controls editing and sending on an edition that everyone can still see — only Owners and Admins can apply a lock, and it doesn't hide the edition from anyone in the org. A locked edition is still visible to all collaborators; a private edition isn't visible at all to anyone without granted access. See Locking editions with Admin Lock controls for more.