Share links
Sometimes a record needs to reach someone outside the institution before it is published, or without making it public: a donor checking a description, a lawyer, a researcher abroad. A share link gives them that one record for a time, without an account.
Making one
On a unit of description, Share it with someone outside the institution:
- Name the recipient, by e-mail, for your own records.
- Choose until when it works, 14 days unless you choose otherwise and at most 90 (longer only for who administers the institution), and how many times it may be used; leave the number empty for no limit.
- Choose whether its files may be received too.
- Add a note of why.
- Make the link.
The link is shown once, to copy and send; the Workspace keeps only a hash of it. It opens a read-only view of the record, with its files where you allowed them, for anyone who has it, until it expires or is used up. Only who may change the record can make one.
Keeping track
Share links (/share-links) lists the institution's links: whom each is for, its record, its uses so far, and whether it is in force, expired or revoked. Revoke ends one at once, with a reason. Every use, and every refusal (revoked, expired or used up), is logged. Links that ended a year ago, and log entries older than 180 days, are deleted.
What a link does not do
The recipient sees the record as the person who made the link may read it, decided again at every use and never more, and its files only while that person may still receive them. Use it for a person; to open a record to everyone, publish it.