KB User's Guide - Documents Tab - Shared-private (Privately Shared Docs)

This document describes the KB's private share feature and how you can use it to give one-off access to individual internal documents.

The private share feature in the KB allows you to share individual documents with those who do not have access to your internal KB and/or your KB Admin Tools environment. Private share links can be configured for documents in "draft" status, i.e. docs set to In Progress or In Review, as well as those that are Active.

A private share (with its own URL) can be created for any document a group owns, as long the person creating the share is a group admin or the owner of the document.

To create a private share:

  1. In the KB Admin Tools, go to the Documents tab > Shared-private (link on the left navigation menu).

  2. On the Privately Shared Documents form, do the following:

    • Enter the ID number of the document you are sharing in the Doc ID field.

    • If you are sharing a draft version of the document, change the Doc Status dropdown to "NOT Active", otherwise, leave it set to "Active" to share a published version.

    • A unique Share Key will be automatically generated for you. This can be customized if desired (minimum 6 characters).

    • By default, the private share link will expire after one week. You can update the Share Expiration date to extend this as needed.

      You will find a group of controls labeled "Create, update and delete private shares" which contains the fields described previously

  3. Click the Add/update button.

Once a share is successfully created, it will appear on the screen beneath the form, along with any other privately shared documents that were previously created. This list can be sorted by document ID, title, expiration time, shared by, or creation time. The list provides the URLs where each shared document can be seen.

For an active private share link, the document title in the first column of the table will be an active hyperlink. The share expiration date will also be in the future.

A private share becomes inactive when it expires or when the document itself is inactive or unavailable. An invalid share is marked with red/grey colors in the list of shared documents. Group admins and document owners may delete a share at any time.

The image below shows the Document ID field and the Share Expiration date fields both changed to red by the KB System. The Share URL link is grayed out and inaccessible.

If a private share in inactive, the document title in the first column of the table will be plain text instead of a hyperlink, and the doc ID and share expiration values will be colored red.

|KB User's Guide - Documents Tab |


Keywords:
active docs kb knowledgebase share token shareurl share url share key shared by share updated private share one single individual internal page temporary draft 
Doc ID:
11800
Owned by:
Leah S. in KB User's Guide
Created:
2009-07-26
Updated:
2023-08-25
Sites:
KB Demo, KB User's Guide