dox2U lets you share documents with external guests in a secure and hassle-free way, without needing them to be added to your Workspace. You can invite your guests to view a doc by simply putting in their email. You may also choose to revoke the access based on a pre-defined duration or by manually revoking their access.
Furthermore, Guest Access is both safe and secure! dox2U lets you know when a guest views your doc and prevents them from taking screenshots of your confidential information.
Let us see how.
Sharing Documents with Guests
📓NOTE:
You can only share the docs with external guests where you are the Owner of the doc has been shared with you.
You can only share one document at a time with an external guest.
The document that has been shared with the guest will have a “Shared with Guest” icon adjacent to it when viewing a list of all documents.
Each document that has been shared with a guest will also have a banner informing you of the same
This functionality depends on your having the right to share docs with external guests.
This feature is available only in the dox2U Pro plan. If you would like to utilise this feature, you will have to upgrade your current plan to dox2U Pro.
To share your documents with external guests, follow these steps:
Step 1: Select the document that you want to share.
Step 2: Click the menu button and select Share with Guests
Step 3: Enter the email address of your Guest with whom you want to share the document.
💡You can also choose to add multiple guests by simply typing additional emails.
Step 4: Specify the Access Duration in terms of‘ days’ and ‘hours’ and select “Add Guest”. The time for which you can provide document access to a guest ranges from a minimum of 1 hour to a maximum of 99 days and 23 hours. You may also choose torevoke access whenever you want.
Step 5: In the dialogue box that pops us, press “Confirm” to continue with the sharing process or press “Cancel” to abort.
Guest Sharing is a powerful tool that is only available in our Enterprise plan. Upgrade Now or contact our Sales team for further information.
Revoking Guest Access
dox2U lets you revoke access to an externally shared document at your convenience. You may either do it by manually revoking the access or by defining a pre-set duration. This revocation is dependent purely on rights.
Let us see how -
Step 1: Select the document that you want to revoke access to.
Step 2: Click the menu button and select Share with Guests .
💡Alternatively, you can revoke access to a document by clicking
Step 3: Press the cross icon next to the name of the guest for whom you would like to revoke access.
Step 4: In the dialogue box that pops us, press “Confirm” to continue with revoking access or press “Cancel” to abort.
💡Alternatively, while sharing a document with a Guest, you can choose the duration for which you want to share that particular document. Once this duration elapses, the Guest’s access will be automatically revoked.
Learn more about how to share a document with a Guest & choose an access duration here.
📓Note:
Once their access is revoked, your guest will see a window informing them that they can no longer access the document.
To restore access for a Guest, you must reshare the document with them.
View a Document in Guest Mode
If you choose to share a document with an external guest, your guest will be notified immediately by receiving an email with a link to the document.
The email sent to the Guest contains:
the name of the person who shared the document with them
the name of the Workspace from which the document was shared, and
The duration for which the document is visible to the Guest i.e. the access duration.
Your guest CANNOT make any edits to the shared document and will also not be able to view the document details or the metadata tags/notes.
Let’s see how your document will appear to your guest.
and select Share with Guests
and select Share with Guests
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