Inviting guests to view files

2020-06-02Last updated

If you want to share a specific file with someone who does not already have a 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.

Procedure

  1. Open an existing file or Upload a file.
  2. If you are a regular user inviting a guest user, do the following:
    1. In the Permissions section, click > Invite guest user .
    2. In the Invite guest user window, enter the email address and name of the person you want to invite, and click Invite.
    The Invite guest user window in Clearance showing invitee email address, first name, and last name.
  3. If you are a regular user inviting a guest user that has a Clearance account, do the following:
    1. In the Permissions section, click > Invite guest user .
    2. In the Invite guest user window, enter the email address and name of the person you want to invite, and click Invite.
    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 Invite guest user window in Clearance showing invitee email address, first name, and last name.
      The person's email address is added to the Permissions section for the file, and an email inviting the user to join Clearance 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.
A user profile showing the user type set to Guest.