User Guides

Sharing a Record

You can share a Record with two types of users:

  • With Site Members
  • With External Contacts

Site Members

By default the Record will inherit access permission of the App. You can however have extra access permission on a Record. You can share a Record with site members so that they can view, edit, or comment on it. Depending on the rights you give, site members will be able to see changes made as they happen so that everyone can be on the same page and you can get feedback quickly.

  1. Select a Site
  2. Click App Name (in which record is located) on site menu
  3. Click on “Share” button  located second last column in data grid
  4. Click “Get Shareable Link” button located in “Site Members” area
  5. To share the link with site members, click “Notify via Email” button
  6. You can provide multiple site members by selecting site members from select box appearing when you click on “Recipients” section
  7. Provide extra message to be attached to invitation email
  8. Click “Send Email” to send email to selected site members which will contain the details of link

Note: Site members will need need to login to portal in order to access shared Record

To add/remove/modify permissions who have access to Record

  1. Select a Site
  2. Click App Name (in which record is located) on site menu
  3. Click on “Share” button  located second last column in data grid
  4. Click “User Permissions” button located in “Site Members” area
  5. To modify existing permissions, select permission from selected box next to the user name. Four types of permissions are available
    • View/Comment: User/Group can View and Comment on a Record
    • Modify: User/Group can View, Comment and Edit Record
  6. To remove existing permission, click  to remove the permission
    Note: You cannot remove access rights inherited from the App
  7. To add new site members, click “Browse – Site Members” button located on top right corner of “User Permissions” dialog
  8. Select/Unselect existing site members by clicking/unclicking onto the corresponding checkboxes
  9. Click “Apply” on “Site Members” dialog
  10. Click “Apply” on “User Permissions” dialog

External Contacts

You can allow external contacts to have access to Record. To get the link via which external contacts can access to the Record:

  1. Select a Site
  2. Click App Name (in which record is located) on site menu
  3. Click on “Share” button  located second last column in data grid
  4. Click “Get Shareable Link” button located in “External Contacts” area
  5. To share the link with external contacts, click “Notify via Email” button
  6. You can provide multiple external contacts by providing external email address in “Recipients” section followed by “Enter” key
  7. Provide extra message to be attached to invitation email
  8. Click “Send Email” to send email to external contacts which will contain the details of link

By default the link is open. That means no password is required and there is no expiry date set of the link. You can set a password and/or an expiry date for the shareable link as well.

  1. Select a Site
  2. Click App Name (in which record is located) on site menu
  3. Click on “Share” button located second last column in data grid
  4. Click “Get Shareable Link” button located in “External Contacts” area
  5. Click “Edit” button located on top right corner of “App – Access Settings” section
  6. Provide “Password” and/or “Expiry Date”
  7. Click “Apply”