Guest User Experience
When an external party opens a guest share link, they are taken to the Kazinex Guest Portal — a simplified view designed for recipients without a Kazinex account. This page describes exactly what they see and what they can do.
Accessing the link
The external party opens the URL in any browser. No app install or account creation is required.
If no password is set: The portal opens immediately.
If a password is set: They see a password prompt. They must enter the correct password to proceed. There is no "forgot password" option — they need to contact the sender.
If the link is expired: They see an "Access Expired" page with a message to contact the sender.
If the link is revoked: They see a "Link Not Found" page.
Guest Portal: shared document
When a document is shared, the guest sees:
| Element | Details |
|---|---|
| Organisation branding | Your logo and primary colour (if configured) |
| Document title and number | The document's full name and identifier |
| Document type and status | Type and current approval status |
| File viewer | In-browser preview (PDF, images, and common formats supported) |
| Download button | Present if Allow Download was enabled on the share |
| Revision information | Which revision they are viewing |
The guest can view the document, navigate pages in the viewer, and (if enabled) download the file.
What guests cannot do:
- See any other documents in the project
- Upload revisions or add comments
- Access correspondence, transmittals, or workflows
- See other team members or project information
Guest Portal: shared transmittal
When a transmittal is shared, the guest sees:
| Element | Details |
|---|---|
| Transmittal number and subject | The transmittal's identifier and subject line |
| Transmittal purpose | For Approval, For Information, For Review, As Requested |
| Document list | All documents included in the transmittal with their revision codes |
| Remarks | The remarks/notes from the transmittal |
| File downloads | Each document's file (if Allow Download is enabled) |
| Acknowledge button | Button to formally acknowledge receipt |
Acknowledging a transmittal
If the guest was added as a To recipient (not CC), they see an Acknowledge Receipt button.
Clicking it opens a brief form:
- Name — their name (pre-filled if available)
- Date — acknowledgment date (pre-filled to today)
- Note (optional) — any comments on receipt
After submitting, the acknowledgment is recorded in Kazinex against the transmittal. The sender sees the acknowledgment in the transmittal's Acknowledgment Tracking panel.
CC recipients see the transmittal but do not have an Acknowledge button — they are informational recipients only.
What the guest does NOT see
Regardless of what's in the project:
- The rest of the document register
- Other correspondence, NCRs, RFIs
- Workflow instances or step history
- Team member names or contact details
- Any financial, confidential, or access-controlled information
The Guest Portal is intentionally minimal — it provides access to exactly what was shared, nothing else.
Browser and device support
The Guest Portal works on all modern browsers (Chrome, Firefox, Safari, Edge) on desktop and mobile. No plugins required. File preview supports:
- PDF (native browser viewer)
- Images (JPEG, PNG, GIF, WebP)
- Office documents (via browser-based conversion for preview only)
Large CAD files (DWG, RVT) are not previewable in-browser — guests can download if download is enabled.
What's next
- Creating Guest Shares — generate tokens, set expiry, monitor access
- Acknowledgment Tracking — tracking which guests have acknowledged a transmittal
- External Access Overview — guest shares vs workflow_responder vs full account