Share Links

Share links let you distribute a published policy to people outside your organisation without requiring them to create an account. Each link provides a branded, read-only view of the policy content.

How It Works

1. Publish a policy material.
2. Create a share link from the material's Settings > Sharing tab.
3. Send the link to anyone — they can view the policy immediately.

Share links are only available for policy materials. Courses and surveys cannot be shared this way.

Creating a Share Link

1. Open the material in the editor.
2. Go to Settings > Sharing.
3. Click Create link.
4. Optionally add a label (e.g. "Sent to Acme Corp") to help you identify the link later.
5. Optionally set an expiry date — the link will stop working after this date. Defaults to 30 days from creation.
6. Optionally enable password protection — a 6-character access code will be generated for you to share with recipients.
7. Click Create link to generate the URL.
8. Copy the link (and access code, if set) and share it.

You can create multiple share links for the same material, each with different labels, expiry dates, and password settings. This is useful when sharing with different partners and wanting to track views separately.

Managing Share Links

All share links for a material are listed under Settings > Sharing. Each link shows:

Editing a Link

You can update a share link's label, expiry date, and password settings at any time:

• Change the label to keep your links organised.
• Update or clear the expiry date to extend or remove the time limit.
• Add, reset, or remove password protection as needed. Resetting generates a new 6-character code.

Revoking a Link

To immediately prevent access via a share link:

1. Find the link under Settings > Sharing.
2. Click Revoke.
3. Confirm the action.

Anyone who tries to use a revoked link will see a message explaining that the link has been revoked. Revoking cannot be undone — create a new link if you need to share again.

Deleting a Link

Revoked and expired links can be permanently deleted:

1. Find the link under Settings > Sharing.
2. Click Delete.
3. Confirm the action.

Deleting removes the link and its view statistics permanently.

What Recipients See

When someone opens a share link, they see a branded, read-only view of the policy:

• Organisation branding: Your logo and accent colour are applied.
• Full policy content: All published pages are displayed with a heading navigation rail for longer documents.
• Export to PDF: Recipients can download the policy as a PDF.
• No sign-in required: The page is fully public — no account needed.

If password protection is enabled, recipients are prompted to enter the 6-character access code before viewing. The code is remembered for 30 days so they don't need to re-enter it on return visits.

The shared view always shows the latest published version of the policy.

Feedback

Recipients can leave feedback directly from the shared view using the feedback button in the bottom-right corner. Feedback includes the submitter's name, email, and message.

You can review all feedback under Settings > Sharing on the material. From there you can:

• Resolve feedback to mark it as addressed.
• Delete feedback to remove it permanently.

Activity Log

Creating, revoking, and deleting share links are recorded in your organisation's activity log, so admins can audit who shared what and when.

Requirements

• The material must be a policy.
• The policy must be published before share links can be created.
• You must have edit access to the material (Owner, Admin, or Collaborator).