Share
Create a shareable link that can be sent to others.
Last updated
Create a shareable link that can be sent to others.
Last updated
Labii's Share function allows users to easily create a shareable link that can be sent to others, even if they don’t have a Labii account. This feature is perfect for collaborating with external parties, such as sharing quotes with customers and receiving their feedback or approval. Users can specify which fields are editable by the recipient, allowing for seamless interaction. For example, a user can share a quote with a customer, enabling them to review and approve certain fields, all without requiring them to log in to Labii.
To share a record using Labii's Share function, follow these detailed steps:
Open the Record Detail View: Navigate to the specific record you want to share.
Click the Actions Menu: In the top right corner of the record detail page, locate the "Actions" button and click on it to open the dropdown menu.
Select Share: From the dropdown menu, choose the "Share" option. This will open the Share Settings configuration screen.
Configure the Share Settings: In the Share Settings panel, you'll be able to customize what information you want to share. You can choose which fields are visible or editable, and whether the recipient can leave comments or provide input. You can also set any specific permissions, such as whether the recipient can edit certain details or just view them.
Click Preview: Once you've configured the share settings to your liking, click the "Preview" button to generate a preview link. This allows you to view exactly what the recipient will see and interact with.
Share the Preview Link: After previewing the shareable link, you can copy the URL and send it to the recipient. This link can be shared with anyone, regardless of whether they have a Labii account, and they will be able to view (and potentially edit) the fields you've selected based on the permissions you've set.
This process makes it easy to collaborate with external users, gather feedback, or get approvals—all without needing them to log into Labii.
Display settings - Configure how do you want to display this record.
Should hide header - Check to hide the header. You can customize the header in the organization or table settings.
Should hide footer - Check to hide the footer.
Should hide index - Check to hide the index before each section.
Hidden groups and sections - List of groups and sections to be excluded.
Hidden groups and section names - List of group/section names to be hide.
Permission settings - Configure view, edit and expiration date permissions.
Editable fields - List of fields to be editable.
Editable columns - List of columns to be editable
Editable sections - List of sections to be editable.
Should be editable if blank - Check to enable editing if a editable field/column/section is blank.
Should display editable UI - Check to display the editable UI. If disabled, the user can still edit the editable field/column/section by clicking the Edit button. Use this option to provide intuitive editing experience.
Date expiration - Set the expiration date of this public access. Leave it empty to never expire.
API Key - API key to access this public table. If you don't have one, click or the bellow Generate API Key button to create one. Please save the API key in a safe place. Generate API Key will generate a new API Key and save it as {{SHARE_API_KEY}} in your profile metadata. The saved API Key can be loaded to this field automatically. The same permission of the API Key user will be applied to the share access.
The preview page will display how the final shareable page will appear to users.
Use Hidden Groups and Sections to specify which groups or views will be visible in the shared version. This allows you to control which sections of the record are accessible to the recipient.
Use Editable Fields, Editable Columns, and Editable Sections to define which specific fields, columns, or entire sections can be modified by the recipient. This ensures that only designated areas are open for editing, while others remain locked for viewing only.
Enable "Should Enable Editing" to allow users to directly edit the form view for editable columns. This eliminates the need for extra clicks, making it easier for the recipient to input or modify values right within the shared page.
The shared page utilizes an API key to control access. If you haven't yet created an API key, click "Generate API Key" to generate one instantly. This API key ensures secure authorization and access management for your shared pages.
A metadata with label of {{SHARE_API_KEY}} will be saved at your profile level. The same saved API Key will be loaded next time when you open the share settings.
To streamline the sharing process, Labii allows users to save their share settings as default. Once saved, these default settings will automatically load the next time the share settings are accessed. The Share Settings offer three levels of default options:
Save as My Default: Saves the settings for your personal use, so they will be applied to all future shares you create.
Save as Table Default: Saves the settings for the specific table or record type, applying them to all users who share records within that table.
Save as Organization Default: Saves the settings at the organization level, ensuring that all users within your organization will have the same share settings applied by default.
These options help maintain consistency and efficiency when sharing records across different users and teams.
To ensure that users can only edit the fields specified by the record owner, Labii encrypts both the URL and the API key. This encryption prevents users from tampering with the URL to gain access to or modify other records, ensuring secure and controlled access to the shared content.
You can use the {{SHARABLELINK}} variable to include the link in the email body or any other field that supports variables for easy sharing with other users.
You can use the {{SHARE_API_KEY}} variable to define the API Key to be used from the user or organization level.
