Use cases: I want to:
Share data records and chain of custody data with external parties (like auditors, regulators, or unconnected customers) using only their email address.
Control sensitive information by ensuring private documents and redacted data are hidden before the external party accesses the data.
Re-send access links if the recipient misplaced the original email or the link expired.
Revoke access instantly to ensure external parties can no longer view the shared data once their required review period is over.
Sometimes you need to share supply chain traceability and delivery records with an external party. You can securely share these records directly from the platform via email, ensuring they can verify your data without needing full access to your workspace.
Follow the guides below to securely share, manage, and revoke external access to your data records.
1. Share Data Records Externally
When you share data, the recipient will get access to the data record itself, along with its upstream history, linked items, processes, locations, and organisations.
Share a Delivery: This guide covers how to initiate the share via email, how the recipient opens the link, and how they use a secure verification code to access the data. Note: Always ensure you have utilised the Redaction and Private Document features to hide sensitive information before sharing!
2. Manage and Re-Share Access
If your external recipient cannot find the email, or if you need to pass the exact same secure link through a different communication channel (like an instant message), you can easily retrieve or resend it.
Re-Share a Delivery: Discover how to navigate to the "Shares" tab of the data to either manually copy the secure share link to your clipboard or automatically resend the original invitation email.
3. Revoke External Access
To maintain strict data security, it is best practice to remove external access once the third party has completed their review.
Cancel Sharing a Delivery: Follow this guide to learn how to instantly revoke a previously shared link. Once deleted, the link will be deactivated, and any external recipient trying to use it will simply land on a 404 error page, ensuring your data remains secure.