🎯 This feature is available on your Aletiq web app. Contact your Customer Success representative to activate it and learn more.
Share one or several documents externally
📄 From a document’s detail panel
Want to share a document externally? Nothing could be simpler 👇
💡 The recipient receives an email with a secure link giving them access to all documents shared with them in one place.
📁 From the Documents page
Need to share several files at once? That’s possible too! 🚀
💡 Here too, each recipient receives an email with a secure link giving access to the new documents as well as those shared previously.
🧭 Understanding a shared document’s revision
On the external portal, only PDFs of revisions approved in Aletiq are accessible: neither source files nor drafts are shared.
💡 Check that the approved revision contains a PDF that can be viewed on Aletiq: if not, sharing will fail (‘External sharing problem’) and the document will remain inaccessible.
⚙️ Managing external document sharing
📂 Manage your shared documents
From the External Sharing module in Administration, you can view all your shared documents, with the following information for each file:
🕒 The date it was shared
📑 The document ID and revision number
👤 The recipient(s)
If the share is no longer needed or needs to be modified, you can revoke the link with a single click: the recipient will immediately lose access to the document.
💡 This allows you to maintain complete control over your external sharing and your partners' access.
🕓 View the sharing history
Want to check what has already been shared? 👇
The history provides a comprehensive overview including: the date of sharing, the documents concerned, the external recipient's email address and the current status of each shared file.
💡 From the control centre, you can now search and filter shared documents and view sharing logs for clear and accurate tracking of your exchanges.
Note: Filters applied in the external sharing space are now retained for each user session, so there’s no need to reapply them at each login.
For external partners
When a document is shared, the recipient receives an email with a link to the shared documents portal. Each time they log in, they enter their email address and receive a one-time password (OTP), ensuring that only the correct email address can access the portal and guaranteeing secure access for each session.
(Example)
Latest improvements:
Your external partners can now quickly search, filter, and access shared documents, with an instant preview of the latest files.
✅ In short: No Aletiq account to create, no installation required — guests can instantly access the authorised files, hassle-free.