Before you start

You need permission to share the record and authority to disclose its current version. Confirm the recipient and whether downloading is appropriate. A controlled share is different from making a document public.

Create the expiring share

  1. Open the document’s Secure sharing tab and inspect the External access register.
  2. Enter Recipient email and the permitted expiry period. Add a watermark where appropriate.
  3. Decide whether Permit download should be enabled; leave it off when the recipient only needs the permitted viewing journey.
  4. Choose Create secure share and check the resulting register entry and invitation state.

Recipient access

The invitation contains an access link. The recipient verifies the intended email using the supported email-verification-code journey; a platform account is not required. Keep the link/code private and use the current invitation.

A zero view count means no recorded views under that share, not necessarily failed creation. Check invitation status separately. Legacy entries without a bound version may require recreation through the current workflow.

Revoke or troubleshoot

  1. Find the exact recipient/version entry before using Revoke access.
  2. Check its recorded revoked state and verify access through an authorised test if necessary.
  3. For failed email or unavailable access, inspect recipient, expiry, revocation and recorded delivery state before creating duplicates.
  4. Remember that revocation cannot recall files already downloaded. Apply the organisation’s confidentiality process to those copies.