Sharing Outside of Handbook

In Handbook, documents are usually shared within your organization to users who have Handbook accounts and the proper permissions. However, sometimes you need to share documents with individuals outside your organization—such as clients, contractors, or other external stakeholders. This is where the External Sharing feature comes in.

Important: If someone already has a Handbook account and the appropriate permissions, they can access the document directly within Handbook—there is no need to use the external sharing link. External sharing is only for people outside of your Handbook organization who do not have direct access to your documents via the platform.

How External Sharing Works

When you share a document externally, anyone with the shareable link can access the document, even if they don’t have a Handbook account. This link is unique and allows access to the document without requiring a login. External sharing is typically used for people who need access to a document temporarily or for a specific purpose. This feature is enabled by default in Handbook.

How to Share a Document Externally

1. Visit Edit Handbook:

   Navigate to Edit Handbook in your Handbook account.

2. Open the Document:

   Locate the document you want to share and double-click it to open the document editor.

3. Click "Share":

   Once the document is open, click the Share button at the top of the editor.

4. Copy the Shareable Link:

   A unique shareable link will be generated for your document. You can copy this link and send it to anyone who needs access to the document. They will be able to open and view the document without needing to log in to Handbook.

   
   

Adding Extra Security to Shared Documents

If you are on the Advanced plan or higher, Handbook allows you to add extra layers of security to your shared links. You can require a password and set an expiration date to ensure your documents are shared securely. You can check your plan level here.

Available Security Features

• Require a Password

  What it is: This option requires recipients to enter a password before they can view the document.

  How to use it: When you click Share, you’ll see an option to Require Password. Set a password and make sure you share it with your recipients. Only those who know the password will be able to access the document.

  Use Case: Perfect for confidential documents that need to be shared securely.

• Set Expiration Date

  What it is: This option allows you to set a specific expiration date for the shared link. After the expiration date, the link will no longer work.

  How to use it: While in the Share menu, you’ll see an option to set an Expiration Date. Choose the date and time when the link should expire, and after that, recipients won’t be able to access the document.

  Use Case: Ideal for time-sensitive documents that should only be accessible for a limited period, such as contracts or project specifications.

  
  

Summary of Security Options

• Link Sharing: Copy the link and send it to your recipients. No login is required.
• Require Password: Ensure that only those with the password can view the document.

• Expiration Date: Automatically restrict access after a specific time.

  
  

Example Scenarios for Using External Sharing

• Scenario 1: Sharing a Contract with a Client

  You need to share a legal document or contract with a client. You can create a shareable link, set a password for added security, and choose an expiration date to ensure the document is only accessible for a set period.

• Scenario 2: Sending a Training Guide to an External Trainer

  You need to share a training guide with a third-party trainer. Set the link to expire at the end of the month, ensuring that the document can only be accessed for the duration of the training period.

• Scenario 3: Temporary Access for Contractors

  If you're sharing a project brief with a contractor, you might set both a password and an expiration date to control access and limit the document's visibility once the project is completed.

  
  

Important Notes:

• Internal Sharing: If the recipient already has access to your organization on Handbook (either because they are an internal user or have permissions to the document), they should access it directly through Handbook without the need for a shareable link.

• External Sharing: The shareable link is meant specifically for people outside your organization who do not have direct access to your Handbook documents.

  
  

Benefits of Using Handbook for External Sharing

• Simple to Use: Handbook is designed to be user-friendly, so you can securely share documents with minimal effort.
• Control Access: Set passwords and expiration dates to control who can see your documents and for how long.

• Secure Sharing: Keep your sensitive information safe by adding additional security layers when sharing externally.

  
  

Conclusion

External sharing in Handbook is a simple way to share documents with individuals outside your organization who don’t have access to Handbook. However, it’s important to understand that if the recipient already has a Handbook account and the proper permissions, they should access the document directly within the platform rather than through the external shareable link. Adding features like a password and expiration date is a great way to further secure your shared documents, and these features are available to users on the Advanced plan and higher.

If you need any further help with external sharing or have questions about document permissions, please contact our support team.