Create a Guest Share and Invite an External Reviewer
Role: Project Admin or Initiator
Time: 10 minutes
Prerequisites: Documents or transmittals exist that you want to share; external party's email address known
Guest shares let you give external reviewers — clients, certifiers, contractors without a Kazinex licence — access to specific documents or transmittals without creating a full account. Access is controlled by a time-limited token link.
Step 1: Decide what to share
Before creating a token, decide the scope:
| Scope | When to use |
|---|---|
| Single document | Sharing a specific drawing or specification for external comment |
| Transmittal | Sharing a formal document issue — client can view documents and acknowledge |
| Folder / set | Sharing all documents in a zone or discipline for a review milestone |
For transmittals with a formal acknowledgment requirement, issue the transmittal first (see Transmittal Cycle tutorial) and share the transmittal link — this records acknowledgment in the register.
Step 2: Generate the guest share token
- Navigate to the item you want to share:
- For a document: Open the document → click ⋮ → Create Guest Share
- For a transmittal: Open the transmittal → click ⋮ → Create Guest Share
- The Create Guest Share dialog opens.
- Configure the share:
| Field | Description |
|---|---|
| Label | Internal name for this share — helps you identify it later (e.g., "Client review — Level 3 drawings") |
| Expiry Date | When the link stops working. For design reviews: 14–30 days. For long-term reference: up to 90 days. |
| Allow Download | If enabled, the guest can download files. If disabled, view-only in browser. |
| Password (optional) | Add a password if the link may be forwarded to unintended recipients. |
- Click Create Link.
- The system generates a unique URL. Copy it.
Step 3: Send the link to the external reviewer
Do not use Kazinex to send the link — send it via your normal communication channel (email, Teams, etc.) with context explaining what they are receiving.
Suggested message template:
Hi [Name],
Please use the link below to access the [document/transmittal] for review. The link expires on [date].
[Paste link]
[If password-protected]: The access password is: [password] — please keep this confidential.
Please acknowledge receipt / submit your comments by [due date].
Regards, [Your name]
Step 4: Guest reviewer accesses the share
The guest clicks the link. They are taken to the Kazinex Guest Portal — no login required.
What the guest sees:
- The document or transmittal you shared
- If a transmittal: the document list, cover sheet, and an Acknowledge button
- If a document: the document viewer (and download button if you enabled downloads)
- No access to any other part of the project
If you set a password, the guest is prompted for the password before viewing.
Step 5: Monitor guest activity
- Return to the item you shared.
- Click ⋮ → Manage Guest Shares (or open Settings → Guest Shares for a project-wide view).
- The Guest Shares list shows:
| Column | Meaning |
|---|---|
| Label | The name you gave the share |
| Created | When you created it |
| Expires | When the link stops working |
| Views | Number of times the link was opened |
| Last Accessed | When the guest most recently viewed it |
| Downloads | Number of file downloads (if enabled) |
| Acknowledged | For transmittals: whether the guest has acknowledged |
- If the guest has not accessed the link within 2–3 days of sending, follow up directly.
Step 6: Revoke or extend access
To revoke early (if the reviewer no longer needs access or the link was sent to the wrong person):
- Open Manage Guest Shares.
- Find the share → click Revoke.
- Confirm. The link immediately stops working.
To extend the expiry date:
- Open Manage Guest Shares.
- Find the share → click Edit.
- Update the Expiry Date.
- Click Save.
What to do if the guest reports the link doesn't work
| Symptom | Likely cause | Fix |
|---|---|---|
| "Access denied" page | Link has expired | Create a new share with a future expiry date |
| "Password required" loop | Guest is entering the wrong password | Confirm the password you set and resend |
| "Link not found" | Link was revoked | Create a new share |
| Blank/loading page | Browser pop-up blocker | Ask the guest to try a different browser |
Verification
After the guest accesses the share, confirm:
- Views count increments in the Guest Shares list
- For transmittals: Acknowledged status updates when the guest clicks Acknowledge
- The Audit Log for the item shows the guest access event
What's next
- Guest User Experience — what the guest sees in the portal
- Acknowledgment Tracking — tracking transmittal acknowledgments
- External Access Overview — guest shares vs workflow_responder vs full account