Inviting guests to view files

If you want to share a specific file with someone who does not already have a Genetec Clearance™ account, without allowing them to search or view other files, you can invite this person as a guest.

What you should know

A user can either be a guest or regular user. Guests cannot perform searches in the system and cannot access the Configurations menu. Regular users have full access but can only access the Configurations menu if they are in the Account Administrator group.

To invite a guest to view a file:

  1. Open an existing file or Upload a file.
  2. If you are a regular user inviting a guest user that does not have a Genetec Clearance™ account, do the following:
    1. In the Permissions section, click > Add users .
    2. In the Add existing groups or users window, enter the email address of the person you want to invite, and click Search ().
      The search returns no results because this person lacks a Genetec Clearance™ account. However, you can invite this person as a guest.
    3. Click the Invite [email address] as a guest button.
  3. If you are a regular user inviting a guest user that has a Genetec Clearance™ account, do the following:
    1. In the Permissions section, click > Add users .
    2. In the Add existing groups or users window, enter the email address of the person you want to invite, and click Search ().
    3. Select the users that you require from the list and click Add.
  4. If you are a guest user inviting a guest user, do the following:
    1. In the Permissions section, click > Invite guest user .
    2. Type the email address of the guest user that you want to share the file with.
    3. Click Invite.
      The person's email address is added to the Permissions section for the file, and an email inviting the user to join the Genetec Clearance™ system is automatically sent.
  5. (Optional) Specify an expiration date for the guest user's access to the file.
    The default is Never expires.
    NOTE: You cannot specify an expiration date for a guest user with Manage permissions.
    1. Under the guest users name, click Modify the expiration date ().
    2. Clear the Never check box and enter an expiration date or use the calendar picker to choose a date.
    3. Click Modify to confirm the changes.
  6. (Optional) If required, modify the user's access rights to the file, and then click Save.
An email is automatically sent inviting the user to view the file details. After activating their account and logging on to the system, the user will only have access to the file that they were invited to view.

After you finish

When you invite a guest to view a file, the system automatically creates a user account for the guest, with the Type field set to Guest. From the Configurations menu, you can access the user account to edit all of the fields as required.