🎯 This new feature needs to be activated on your Aletiq web app. Contact your Customer Success Manager to learn more and enable it now.
Share one or several documents externally
📄 From a document’s detail panel
Want to share a document externally? Nothing could be simpler 👇
1️⃣ Open the document’s detail panel.
2️⃣ Click on ⋯, then select Share.
3️⃣ Choose External sharing.
4️⃣ Enter the recipient’s email address.
5️⃣ Click Add, then Confirm ✅
💡 An access link to the shared library is automatically sent to the recipient by email — there’s nothing else they need to do!
📁 From the Documents page
Need to share several files at once? That’s possible too! 🚀
1️⃣ Select one or more documents from the list.
2️⃣ Click Share externally (in the action bar).
3️⃣ Add the recipients, then click Confirm ✅
💡 Each contact receives a link to the shared library — simple, fast, and secure!
🧭 Understanding a shared document’s revision
On the external sharing portal, only viewable PDFs of revisions approved in Aletiq are shared — source files and drafts are never shared.
💡 Please ensure that the approved revision of your document includes a viewable PDF in Aletiq. Otherwise, the sharing will display “External sharing issue” and the document will not be accessible.
⚙️ 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
👤 The recipient(s)
If a share is no longer needed or needs to be updated, you can revoke the link with a single click: the recipient will no longer be able to access the document, allowing you to stay up to date and compliant.
💡 This allows you to easily control your external exchanges and check what is accessible to your partners at any time.
🕓 View the sharing history
Want to check what’s already been shared?
The history gives you a complete overview, including:
📅 The exact date of the share,
📄 The document(s) involved,
✉️ The external recipient,
🙋 The Aletiq user who initiated the share,
🔎 The current status — active, expired, or revoked.
For external recipients
When a document is shared, the invited person receives an email with a link to access the online portal for shared documents. By clicking on this link, the guest simply needs to re-enter their email address to receive a verification code to fill in.
💡 This code secures access to your portal. Once entered, guests can directly access all documents shared with them — easily and securely.
✅ In short: No Aletiq account to create, no installation required — guests can instantly access the authorised files, hassle-free.