Magic-Mark — Sharing & Permissions

TL;DR

Every bookmark has one of three visibility modes: Private (owner only), Role-based (all users with selected admin roles), or User-specific (named users). Default is Private. Sharing decisions are audit-logged.

Visibility modes

Private (default)

Only the owner sees the bookmark. No one else — not even Super Admin — sees it in the sidebar. Super Admin can, however, see it in the admin audit log for compliance.

Role-based

Visible to all users who hold any of the selected roles:

Bookmark: "📝 Pending review"
Shared with roles: [Editor, Senior Editor]

All users with role Editor OR Senior Editor see this bookmark.

User-specific

Visible to named users only:

Bookmark: "🔥 Hot content"
Shared with users: [alice@example.com, bob@example.com]

Only Alice and Bob see it — useful for ad-hoc collaboration.

Permission matrix

Action	Owner	Shared user	Other users
View bookmark	✓	✓	—
Apply bookmark	✓	✓	—
Edit bookmark (name, emoji)	✓	Personal copy	—
Change sharing settings	✓	—	—
Delete bookmark	✓	—	—

When a shared user "edits" a bookmark (e.g. adjusts a filter), Magic-Mark creates a personal copy for them. The shared original is unchanged. Personal copies remain private to that user unless re-shared.

Managing shares

Share an existing bookmark

1. Right-click bookmark → Share.
2. Choose mode (Private / Roles / Users).
3. Pick roles or users.
4. Save.

Revoke access

Remove the role or user from the sharing list. They immediately lose access.

Transfer ownership

Only Super Admin can transfer ownership (Admin UI → Settings → Bookmarks → Reassign). Useful when a user leaves the company.

Sharing across collections

A bookmark is scoped to one specific collection. You cannot share "a filter" that works across multiple collections — each collection needs its own bookmark.

Audit trail

All sharing changes are logged:

• Who made the change
• When
• What changed (from/to)
• IP address

Export logs via Admin → Settings → Logs → Magic-Mark. Useful for compliance.

Permission inheritance

Sharing with a role means all users who currently have that role AND all users added to the role later. This is dynamic — new members see the bookmark automatically.

Sharing with specific users is static — added users must be explicitly updated.

Privacy considerations

• Bookmark names and emojis are visible to shared users.
• Bookmark query content (filters, search text) is visible to shared users.
• Bookmark creator identity is visible to shared users.

If you need a fully anonymous bookmark, share via user-specific mode and use a generic name.

Common patterns

Team inbox

Bookmark: "📬 Unassigned tickets"
Shared with roles: [Support Agent]
Filter: status=new AND assignedTo=null

Every support agent sees the queue in their sidebar.

Personal workflow

Bookmark: "🎯 My focus today"
Visibility: Private
Filter: author=me AND dueDate<=today AND status!=done

Only you see it.

Escalation

Bookmark: "🚨 Needs senior review"
Shared with users: [senior-editor@example.com]
Filter: status=escalated

Direct to a specific senior editor.

Read-only dashboards

Bookmark: "📊 This month's top"
Shared with roles: [Editor, Manager, Analyst]
Filter: category=featured AND publishedAt>=this-month
Sort:   views:desc

Everyone sees the same curated view.

Limitations

• A bookmark shared with a role that a user loses is immediately inaccessible to them.
• Bookmarks cannot be shared to external users (Strapi admin users only).
• Max 10 roles and 20 individual users per bookmark (Premium / Advanced increase these limits).

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