Manage Shared Notes Folder Permissions in iOS 15

Apple's iOS 15 introduced significant collaboration enhancements to the Notes app, giving users greater control over how shared folders and notes are accessed, edited, and monitored. These updates expanded permission controls, allowing folder owners to define viewing rights, restrict invitations, and track real-time edits more effectively across all shared items.

Granular Access Levels

With iOS 15, owners of a shared folder can set specific permissions for all participants or tailor access for individual users. The two primary permission tiers are:

  • Can make changes: Allows collaborators to add, edit, or delete notes, checklists, and attachments inside the folder.
  • View only: Restricts participants to reading the contents of the folder without the ability to edit existing notes or create new ones.

Owners can change these settings globally for everyone in the folder or customize permissions on a per-person basis through the folder's collaboration management screen.

Invitation Controls

iOS 15 introduced the ability to restrict who can invite new members to a shared folder. In previous versions, anyone with access could often share the link. Under iOS 15:

  • Owners can toggle the "Anyone can add people" setting.
  • When disabled, only the original creator of the folder can approve and send invitations to new collaborators.

Activity View and Edit Tracking

Managing permissions was paired with improved oversight tools to monitor collaborator actions:

  • Activity View: Accessible via the collaboration button, this panel provides a chronological summary of changes made by collaborators since the folder was last opened.
  • Highlight View: Swiping right from anywhere within a note reveals color-coded highlights showing which collaborator made specific edits, complete with timestamps.

User Mentions and Notifications

To streamline communication within shared folders without altering permissions, iOS 15 added @mentions. Typing an @ followed by a collaborator's name sends them an instant notification, directing them to the specific note where their input is needed.

How to Access Shared Folder Permissions

To manage these settings in iOS 15:

  1. Open the Notes app and locate the shared folder.
  2. Swipe left on the folder and tap the Share icon, or open the folder and tap the Collaborate icon at the top right.
  3. Select Manage Shared Folder.
  4. Tap Share Options to change default permissions, or tap an individual participant's name to modify their access or remove them entirely.