Sharing a Document

You can generate a link to share the latest published version of a standard, policy, or procedure with other users.

To share a document

  1. On the Policy menu, select Standards, Policies, or Procedures.
  2. Select the document you would like to share. screen appears.

    The Details screen appears.

  3. Click the Share button.
    The Share modal appears.

  4. Click the Generate Share Link button. You can copy the share link to the clipboard and share with other users as needed.
    Note:

    The shared document will have read-only access.

To view existing shared links

  1. Select the document you would like to share.

    The Details screen appears.

  2. Click the Share button.

    The Share modal appears.

  3. Select the Existing Links tab.


  4. Click the Copy to Clipboard icon to copy an existing link to the clipboard and share with other users.

    Click the Delete icon to remove the link and no longer allow users to access the document.

  5. Click the Close button to close out the Share modal.

To enable Single Sign-On (SSO) for Private Share Link

You can configure authentication through an identity provider to allow links to be shared within your organization. When a user accesses a private link, their login will be remembered while the login session is active. The session length will depend on the IDP.

Note:

Active SSO logins for another tool will carry over to private share link since authentication will be done using the IDP only. Private share link is currently setup at the IDP tenant level and multiple IDPs are not supported.

  1. On the Policy menu, select Settings.

    The General Policy Management Settings screen appears.

  2. Turn on the Enable Single Sign-On for Share Link setting.
  3. Select an existing Identity Provider Configuration or click Add New.
  4. If adding a new identity, the Identity Provider Setup modal appears. Enter the required fields.
    Important:

    Before configuring the identity provider, you must configure the OpenID Connect (OIDC) app integration in your IdP for share link authentication. For more information, see Configuring Azure IdP for Private Share Link and Configuring Keycloak IdP for Private Share Link.



    Field
    Description
    Identity Provider Name

    Enter a name for the identity provider.

    Base URL

    Enter a valid IDP host name for the identity provider. This base URL will redirect the document to the customer's IdP for authentication. Here are examples of Azure and Okta IdP base URLs commonly used:

    Okta

    https://dev-747293.okta.com

    Azure

    https://login.microsoftonline.com/714a1b55-6ae7-aa08-8978b2c8746c/v2.0

    Note:

    The IdP can be reused if one is already created. If you enter a duplicate Identify Provider Name and Base URL, it will be restricted.

  5. Click the Validate button.
    The ID Provider Console Setup and Required Authentication Credentials will appear.

  6. Click the Save button.