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.
Select a Site
Click App Name (in which record is located) on site menu
Click on “Share” button located second last column in data grid
Click “Get Shareable Link” button located in “Site Members” area
To share the link with site members, click “Notify via Email” button
You can provide multiple site members by selecting site members from select box appearing when you click on “Recipients” section
Provide extra message to be attached to invitation email
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
Select a Site
Click App Name (in which record is located) on site menu
Click on “Share” button located second last column in data grid
Click “User Permissions” button located in “Site Members” area
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
To add new site members, click “Browse – Site Members” button located on top right corner of “User Permissions” dialog
Select/Unselect existing site members by clicking/unclicking onto the corresponding checkboxes
Click “Apply” on “Site Members” dialog
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:
Select a Site
Click App Name (in which record is located) on site menu
Click on “Share” button located second last column in data grid
Click “Get Shareable Link” button located in “External Contacts” area
To share the link with external contacts, click “Notify via Email” button
You can provide multiple external contacts by providing external email address in “Recipients” section followed by “Enter” key
Provide extra message to be attached to invitation email
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.
Select a Site
Click App Name (in which record is located) on site menu
Click on “Share” button located second last column in data grid
Click “Get Shareable Link” button located in “External Contacts” area
Click “Edit” button located on top right corner of “App – Access Settings” section
Provide “Password” and/or “Expiry Date”
Click “Apply”
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