What it means
Most things in PULSE are shared with your whole workspace by default — that's the point of a shared record. But some things can be marked Personal, so they're visible and editable only by you. A personal item is private to you: no teammate, and not even a workspace admin, can see it.
What supports it
You can choose Personal or Shared with team on:
- Tasks — a private to-do or reminder that stays off the shared board, dashboards, and reports.
- Activities & meetings — a private note, call, or meeting that stays off shared record timelines and the calendar for everyone else.
- Documents & proposals — a private draft you build internally before anyone else sees it.
- Pipelines and dashboards — a personal pipeline layout or dashboard only you use.
- Saved views and every template type (document, invoice, email, survey) — a personal filter or template that doesn't clutter the team's list.
How to set it
- When you create the item, use the Personal / Share with team toggle — it defaults to Shared.
- To change it later, open the item and use the same toggle (for example, the SHARED / PERSONAL control in a document or proposal builder).
- Only the owner can change an item's visibility.
A personal item is truly private
Personal items are left out of everywhere the team looks: shared lists and boards, dashboards and reports, workspace exports, lead and account scoring, AI drafting, and the client portal. Because an admin can't see them either, they also don't count toward workspace totals — that's intended.
Personal documents are internal-only
A personal document or proposal can never be sent to a client — it's for internal drafting only. The Send button reads "Share to send" until you make it shared, and its public link won't open for anyone outside your workspace. Build it privately, then switch it to Shared when it's ready to go out. Once a document has been sent, its visibility is locked so it can't be pulled back private out from under a client who's signing.
The "build private, share when ready" flow
This is the everyday use: start a pipeline, dashboard, template, or document as Personal while you set it up, then flip it to Shared with team the moment it's ready for everyone. Nothing half-finished ever shows up for the team, and nothing private ever reaches a client by accident.