Files and folders can be shared with people outside the organisation by entering their email address and assigning a permission level. Shared content remains in its original location, so external users access the same files rather than receiving separate copies.

This allows project teams to collaborate with external consultants, planning authorities and other stakeholders while controlling what they can access and do within VU.CITY.

Sharing with external users

Files and folders can be shared with individual members of the organisation or with people outside it. To share content externally, enter the recipient’s full email address in the invitation field instead of selecting a member from the list. Multiple people can be invited at the same time.

Sharing a file or folder

1. Navigate to the file or folder you want to share.
2. Select the checkbox next to the item. The side panel opens on the right.
3. Open the Access tab and select Manage Access.
4. Under Invite new users, select the Enter an email address field.
5. Enter the full email address of the person outside the organisation and press Enter. Repeat to add more people if needed.
6. Select a permission level from the dropdown: Viewer, Editor or Owner. The selected permission applies to everyone included in the invitation.
7. Select Add. The invited people appear in the Who has access list, marked as (pending).
8. If needed, change the permission level for individual people using the dropdown next to their names.
9. Select Update to save the changes.

The recipient is given access to the selected file or folder according to the assigned permission level. The content remains in its original location, and changes are visible to others with access.

Sharing a folder also gives access to its contents, including models, datasets, screenshots and project files.

Permission levels

A permission level is assigned to each person when they are invited. The same permission applies to everyone included in that invitation, but it can be changed for individual users afterwards.

Viewer

Can view the file or folder and its contents, but cannot edit, save or export content.

Editor

Can modify content and use actions such as Download, Rename, Move to, Delete and File settings. Can manage most access settings but cannot assign the Owner permission.

Owner

Has full control over the item, including managing access. Multiple Owners can be assigned.

Admins in the organisation retain full control over its content, regardless of the permissions assigned to other users.

For more information about roles and how permissions apply across folders, see User permissions.

Identifying externally shared content

When a file or folder is shared with people outside the organisation, the Access tab in the side panel displays a notice, such as 'Shared with 2 people outside your organisation'. This helps identify externally shared content and check how many external users have access.

Accessing content shared by other organisations

The Shared with me section in the left-hand navigation contains files and folders shared with the organisation’s users by other organisations.

Content is grouped by the organisation that shared it. Each item shows who shared it, when it was shared and the permission level granted.

The section remains empty until content has been shared with the user by another organisation.

Opening VU.CITY project files

Opening a VU.CITY project file (.vu) in the 3D platform requires both an Editor or Owner permission on the file and a Maker seat in the organisation receiving the share.

Viewer access does not currently support opening .vu files in the 3D platform. External users with Viewer permission can still browse shared content, including the files and folders they have access to.

These requirements apply to the person receiving the share, so check that they have the necessary permission and seat before sharing a project for them to open.

Changing or removing access

Access permissions can be updated or removed at any time.

1. Select the shared file or folder and open the Access tab.
2. Select Manage Access.
3. Find the person in the Who has access list.
4. To change their permission, select a different level from the dropdown next to their name.
5. To remove their access, select the X next to their name.
6. Select Update to save the changes.

Some people have an information icon instead of an X. This indicates that their access comes from another source, such as an organisation role, and cannot be removed through Manage Access.

Accessing content shared with you

When another organisation shares a file or folder, VU.CITY sends an invitation email containing the name of the person who shared it, their organisation and the permission level granted.

To access the content:

1. Open the invitation email from VU.CITY and select Go to file.
2. In VU.CITY, select Shared with me in the left-hand navigation.
3. Open the organisation that shared the content.
4. Browse the available files and folders. The Your permission column shows the permission level assigned to each item.
5. Select an item to view its details and check who has access in the side panel.
6. To see the available actions for an item, select the ... menu next to it. Available actions depend on the assigned permission.

To open a .vu project file in the 3D platform, double-click the file. Opening it requires an Editor or Owner permission and a Maker seat in the organisation receiving the share.

If the file cannot be opened, one of the following messages may appear:

• Maker seat required: A Maker seat is required to open VU.CITY project files. Contact an admin in the receiving organisation to check the assigned seat.
• Viewer access coming soon: The current permission is Viewer, which does not yet support opening .vu files in the 3D platform. Contact the person who shared the file to request Editor or Owner access.