Shared items

In workspaces that are members of shared spaces, you can create shared items, such as application modules, epics, releases, and milestones.

Shared items are inherited by all the workspaces in a shared space.

All the shared items are marked with the Shared icon.


  • Creating or modifying shared items requires space admin permissions. Other members of a shared space, including workspace admins, have read-only permissions for shared items.

    Available in ValueEdge and from ALM Octane 16.1.200: Users with the Shared Entities Manager role, or any custom role based on that role, have permissions to create, edit, and delete shared items. For details, see Roles and permissions.

  • For shared items, you can only define shared fields.
  • Shared items are available in the Enterprise edition only.

The following table summarizes the main characteristics of shared items:

Shared item Details
Application module

You can create shared application modules as top-level nodes, or as children of other shared application modules.

Each workspace can add its own application modules to a shared application module.

Shared application modules can include custom fields that are defined at the shared space level. Workspace-specific custom fields are not available in shared application modules. In addition, team and user-type system fields are not available either.

Tip: In the Dashboard, you can create cross-workspace widgets to report on shared application modules.

For details on how to create application modules, see Quality management.


For shared epics, workspace-specific fields, such as Owner, Actual story points, User tags, Waste, Requirements, and other, are not available.

In reference fields, such as Milestone, only shared items are available.

Any changes to the shared epic fields are reflected in the epic's history.

Attachments to shared epics are also shared.

Consider the following limitations on shared epics:

  • Business rules: You can only use shared business rules on shared epics. Workspace-specific business rules do not apply to shared epics.
  • Bulk update: In a single bulk-update operation, you can only update epics that are either shared or isolated. You cannot bulk update epics of different types in a single operation.
  • Sequential ranking: Shared epics can only be ranked separately from isolated epics.
  • Convert option: Not available.
  • Follow option: Not available.
  • Comments: Comments that are added to a shared epic in one of the workspaces are not available in the other workspaces.
  • Related items: In each workspace, the shared epic can have different related items. The related items in one workspace are not shared in the other workspaces.
  • Integration with Microsoft Teams or Slack: Not available.

For details on how to create epics, see Build the backlog.


In a shared space, you can create a shared milestone that will be available across all the associated workspaces.

For details on how to create milestones, see Define milestones.


In a shared space, you can create releases that will be available across all the associated workspaces.

For details on how to create releases, see Set up a release.

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