Sharing documents through a public link

In 4planning you can share documents through a public link. This gives access to a document or folder to people who have no access to your organisation in the app. It is useful when you want to share information with external parties.

When do you use a public link?

A public shareable link suits sharing documents with people outside your organisation, such as suppliers, partners or volunteers without an account.

• Sharing with external parties.
• Sending files quickly without an account.
• Temporary access to documents.

Creating a public link

1. Go to Documents in the left-hand menu.
2. Open the folder or document you want to share.
3. Click the Shareable link button to create a shareable link.
4. Click Create link.
5. Then click Shareable link again. Copy the link here and share it with the people you want.

Anyone with this link can open the folder, even without access to the environment.

Removing a public link

1. Go to Documents in the left-hand menu.
2. Open the folder or document.
3. Click the Shareable link button to remove the shareable link.
4. Click Remove link.

Anyone holding the existing link can no longer open the folder.

Security and privacy

Because the link is public, it is important to handle confidential information carefully.

• Only share the link with the right people.
• Only use this function when needed.
• Remove or change the link once it is no longer needed.

Tips for effective use

• Use public links for external collaboration.
• Use groups for internal documents.
• Check regularly which documents are public.

Good to know

• Anyone with the link can view the document.
• Access through a public link is separate from groups and roles.
• You keep control over the document within 4planning.