Understanding Chat Sharing in VIDIZMO
Chat sharing lets you open a conversation you've had with an AI agent to other people in your portal — through a link or by inviting specific users and groups, with control over what each recipient can do.
What chat sharing is
Every conversation in the chatbot belongs to the person who started it. Chat sharing extends a single conversation to other people in the same portal, so a useful exchange with an agent doesn't stay locked to one person. You decide who gets in, what they can do once they're in, and how long their access lasts.
You share from a single Share modal, reached from the chat's options menu or from the conversation's row in the sidebar. The modal holds two ways to share and a list of everyone the conversation is currently shared with.
Ways to share a conversation
Share with a link
Generate a link that any signed-in member of your portal can open. The link is portal-wide: people outside your portal can't use it, and the recipient still signs in to the portal to open the conversation. A link grants read-only (Viewer) access. Revoke the link at any time, and it stops working immediately — a revoked link can't be re-enabled, so you generate a fresh one if you need to.
Invite users and groups
Search for people and groups by name or email and add them as named recipients. Each invite carries an access level and, optionally, a time limit. Group invites reach every member of the group. Named invites can grant more than read-only access, so this is the path to use when you want someone to reply or to continue the conversation on their own.
Access levels and permissions
Each invite is set to one of two access levels. The access level applies only to the shared conversation — it controls what the recipient can do with that one chat, separate from the permissions a user has across the portal.
| Access level | What the recipient can do |
|---|---|
| Viewer | Read the conversation. The recipient can't send messages or make a copy. |
| Collaborator | Read the conversation, plus any combination of the reply permissions below. |
Every share starts with read access. Collaborator adds one or both reply permissions on top of it.
- Read every message in this conversation — the recipient sees the full conversation history. This is always on for any share and can't be turned off; it's what a Viewer gets.
- Reply directly in this conversation (visible to everyone with access) — the recipient posts into the same shared conversation, alongside everyone else who has access. See real-time collaboration below.
- Reply in their own private copy (original stays untouched) — the recipient gets a Start my own copy option that forks the conversation into a separate one they own. The original is never changed.
The two reply permissions are independent — a Collaborator can have either, both, or (in effect) neither. Turning both off leaves only read access, which is the same as a Viewer.
Link shares are always Viewer — a link has no signed-in identity to attribute replies to, so it can't carry the reply permissions.
Validity window
Every share can carry an optional time limit. Each invite has a Set validity window toggle that's off by default, which means the share never expires. Turn it on to define when access opens (Valid from) and when it ends (Valid until). You can set one bound or both — leave the start open to grant access immediately, or leave the end open for access that doesn't expire.
When a share's end date passes, the recipient loses access automatically. The share entry stays in the list as a record until you remove it.
Email notifications
When you save the modal with new recipients, VIDIZMO emails each new recipient with the conversation title, who shared it, and a direct link to open it. Invites with a validity window also show when access opens and expires. Group invites send an individual email to each member. Emails go out for new invites only — editing an existing invite's access level or expiry doesn't re-send a message. When access is revoked or a share expires, the recipient receives a notification that their access has ended.
Finding conversations shared with you
The chatbot sidebar separates your own conversations from shared ones with two tabs: My Conversations and Shared With Me. The Shared With Me tab lists each conversation shared with you, the person who shared it, and when. When an owner revokes a share, the conversation drops out of your Shared With Me list.
How recipients work with a shared conversation
What a recipient can do depends on their access level and the permissions on their share.
- A Viewer reads the full history. The message box is replaced with a read-only notice.
- A Collaborator with Reply directly sees a message box and posts into the shared conversation.
- A Collaborator with Reply in their own private copy sees a Start my own copy option in the conversation's options menu.
Making a private copy
Start my own copy forks the shared conversation into a new one owned by the recipient. The full shared history is copied across, and a divider marks where the shared history ends and the recipient's own conversation begins. From that point, the agent answers using the recipient's library location and permissions. The copy lives under My Conversations, belongs to the recipient permanently, and is unaffected if the owner later revokes the original share.
Real-time collaboration
When several people hold Reply directly on the same conversation, they work in one shared thread — everyone sees every message and every reply, attributed to whoever sent it. Because the agent answers one message at a time, concurrent messages line up in a queue in the order they arrive (first in, first out), and the agent picks up the next one as soon as it finishes. A live banner shows everyone who the agent is currently answering and which messages are waiting. You can cancel your own waiting message before the agent reaches it.
Managing and revoking shares
The owner manages a conversation's shares from the same Share modal. You can change a recipient's access level, adjust or clear a validity window, revoke an individual invite, disable a link, or revoke every invite at once. Revoking access removes the conversation from the recipient's Shared With Me list right away. Private copies are independent — revoking the original share doesn't touch any copy a recipient already made.
Administrative control
With the chat management permission, Conversation Management gives a portal-wide view of every conversation, reached from the Manage chat sessions icon in the chat sidebar. Use it to manage shares on any conversation regardless of who owns it, lock a conversation to freeze it for compliance, investigation, or policy reasons, and delete conversations. The permission governs conversations — it doesn't grant read access to their contents, so to read a conversation you don't own, you share it to yourself first. To learn more, see How to Manage Chat Sessions as an Administrator in VIDIZMO.
Key characteristics
| Aspect | Detail |
|---|---|
| Scope | Portal-only. Links and invites never reach users outside your portal. |
| Sharing methods | Portal-wide link (Viewer) and named user/group invites (Viewer or Collaborator) |
| Collaborator permissions | Reply directly and reply in a private copy, granted in any combination on top of always-on read access |
| Time limits | Optional validity window per share, off by default |
| Private copies | Owned permanently by the recipient, unaffected by revocation |
| Real-time collaboration | One shared thread, FIFO message queue, live status for all participants |
| Administration | Portal-wide view, share management, and lock through Conversation Management |
Related topics
- How to Share a Chat in VIDIZMO
- How to Manage and Revoke Chat Shares in VIDIZMO
- How to Work with Chats Shared with You in VIDIZMO
- How to Manage Chat Sessions as an Administrator in VIDIZMO
- Chatbot