Download links for external participants
You can create a download link from the ribbon in the record window. The documents you wish to share with an external participant must be attached to the record before you create the link. Creating a download links will lock the record, so be sure to finish editing the documents before you create the link. When the record is locked, you can no longer add, remove, or edit the record’s documents.
| Per default, the only file types allowed are PDF files and Microsoft Office files. Other file types can be configured in cooperation with cBrain. |
To create a download link, click on Send download link in the "Share externally" menu group.
In the "Send download link" dialogue, you have the following options:
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Select the external participant(s) with whom you want to share the documents (1).
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Select a time interval in which the link will be active (2).
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Select which notifications you want to receive (3).
Click on Send link when you have filled in all the information. Open the "Shared link overview" dialogue to keep track of links that have been shared on the record.
External participants who receive a download link to a given record can access all its attached documents. You cannot share the record’s attached documents individually. If you wish to share a single document only, create a new record with only that document attached. This ensures both that external participants cannot access sensitive documents accidentally, and you avoid locking a record that you are still working on.
Select participants
Start typing a name in the "External participant" field. F2 then provides suggestions for participants in a drop-down menu. You can also click the 
icon to open the "Choose participants" dialogue. You can select one or more participants. If you choose several, each participant receives a unique link.
Make sure the participant is registered with both an email address and a mobile number before adding them to the "External participant" field. This information is required because the participant will receive a code in a text message, which they must use to open the link received by email. If the participant does not meet these requirements, the "External participant" field turns red and displays a tooltip informing you what information is missing.
Time interval
Select the time interval in which the link will be active for the external participant. Outside this time interval, the link does not work. You can deactivate the link at any time in the "Shared link overview" dialogue.
Enter a date and time in the "Link active from" and "Link active to" fields to set the time interval for the link. By default, the time interval is two days starting from the current date.