Creating Shareable Links

You can easily create a shareable link for a content item. Then, depending on the permissions you set, a viewer can perform certain actions on it. They can edit, approve, make comments, etc.

This article will teach you how to generate shareable links and configure their permissions.

Creating a Shareable Link

To generate a shareable link, click the share button next to the save version button in the upper right corner of the content editor. This will display the "share a link" modal.

The "share a link" modal displays the generated link for the current content item along with various options.

• Allow content approval - allows viewers to approve the content. Note that this will not affect the item's workflow status, but it will display "approved by N person via shareable link" in the workflow status widget. To approve the content item, the viewer must create a "guest account", which is covered in more detail below.
• Hide guidelines and instructions - hides all field guidelines from guest view.
• Allow to view all comments - By default, the guest user can only see their comments and replies to their comments. When this is enabled, all comments will be displayed.

To configure sharing options, click Anyone with the link can view/comment/edit.

You can select between the following:

• Can view - anyone can view the content item but can't leave comments or edit it, no login or registration is required.
• Can comment - anyone can view the content item but only registered guest users can comment. They can't make edits to it.
• Can edit - anyone can view the content item but only registered guest users can comment and make edits to it.
• Disabled - turns off link sharing.

⚠️Note that no matter what sharing options you select, any files attached to the content item will be visible and downloadable by anyone with the link. So ensure that no files containing sensitive information are attached to an item before generating and sharing its link.

Working on a Shared Content Item

Viewing a shared content item doesn't require logging in. Approving, commenting, and editing it, however, it requires that a user be logged in.

If they don't have an account, they can create a guest account. This account only requires a name, an email address, and a password.

Creating a Guest Account

To create a guest account, click the create a guest account link.

Fill out the name, email address, and password fields, then click Create my account and you're ready. No other actions are necessary.

A guest account can be used to approve, leave a comment, or edit any shared content item from EasyContent as long as the appropriate permissions are enabled for that content item. Note that when you use a guest account to access a shared item, your username and email will be added to the item's account owner's users under guest users.

Approving a Shared Content Item

If approval permission is granted, a shared content item will have an approve button.

Clicking this marks the article as "approved by N person" in the workflow status widget within the content editor, but it won't affect its actual workflow status.

This will also change the approve button on the shared link page to display cancel approval, which can be used to revert the approval decision at any time, as long as it remains in the same workflow status.

In the workflow status widget in the content editor page, hovering over the guest approval notice will display the names and email addresses of guest users that approved it:

If the article moves to the next workflow status, the guest approval status will be reset, allowing guest users to approve it again.

Editing a Shared Content Item

If editing permission is granted, a shared content item will have a save draft button and the content editor will be unlocked.

A logged-in guest user can edit the content item, add and delete images and files, etc.