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Creating Guest Shares

Guest shares are token-based links that give external parties time-limited access to a specific document or transmittal — no account required.

Creating a guest share​

For a document:

  1. Open the document record.
  2. Click ⋮ → Create Guest Share.

For a transmittal:

  1. Open the transmittal.
  2. Click ⋮ → Create Guest Share.

Configuration options​

OptionDescriptionRecommendation
LabelInternal name for this shareUse a descriptive label: "Client review — Level 3 dwgs"
Expiry DateWhen the link stops working14–30 days for active reviews; 90 days for long-term reference
Allow DownloadWhether the guest can download filesOn for most sharing; Off for view-only access control
PasswordOptional password required before accessUse when sending to multiple people or when the link may be forwarded

Click Create Link — a unique URL is generated.

Managing guest shares​

Project-level view​

To see all guest shares across a project:

  1. Settings → Guest Shares (Project Admin only).
  2. See all shares: label, created, expires, creator, views, downloads, last accessed.

Item-level view​

On any shared document or transmittal:

  1. Click ⋮ → Manage Guest Shares.
  2. See all shares for this specific item.

Share status indicators​

StatusMeaning
ActiveLink is valid and accessible
ExpiredExpiry date has passed — link no longer works
RevokedManually revoked — link no longer works

Revoking access​

To stop access immediately (before expiry):

  1. Open Manage Guest Shares on the item.
  2. Find the share → click Revoke.
  3. Confirm.

Revocation is immediate. The link returns an error page if accessed after revocation.

Extending expiry​

  1. Open Manage Guest Shares.
  2. Find the share → click Edit.
  3. Update the Expiry Date.
  4. Save.

Note: If your org has a maximum guest share expiry policy configured in Security Settings, you cannot extend beyond that maximum.

Security considerations​

  • Guest links work for anyone who has the URL — treat them like passwords
  • Use a password if there is any risk of the link being forwarded to unintended recipients
  • Revoke the link as soon as the external party no longer needs access
  • Do not share guest links for highly confidential documents — use full member access instead for sensitive material

What's next​