Share a project document with external stakeholders
Share a project document publicly or with controlled access, using secure links, email invitations, passwords, and QR codes.
This guide is designed for project manager.
Steps
Step 1: Open the document sharing dialog
From your document view, open the share or more options menu and select the option to share the document; the Document sharing dialog appears showing current sharing options and any existing public links.
Step 2: Review existing public share links
In the dialog, review the list of existing public share links including their access type, expiry, and usage details so you can decide whether to reuse, revoke, or create a new link.
Step 3: Choose the type of access control
In the access settings, select whether the new share link should be fully public, require recipients to confirm their email address, or be protected by a password.
Step 4: Configure allowed emails for email-gated access
If you choose email-gated access, enter the list of allowed recipient email addresses so only specified people can open the shared document.
Step 5: Set a password for password-protected access
If you choose password protection, type a secure password that recipients will need to enter before they can view the document.
Step 6: Configure invitation email and message
Use the invitation options to decide whether recipients should receive an email and, if so, customise the invitation message that will be sent with the share link.
Step 7: Set expiry and maximum access limits
Define how many days the link should stay active and optionally limit the maximum number of times the document can be accessed to keep sharing under control.
Step 8: Add a custom title and description for the shared link
Enter a custom title and description that will appear on the public share page so recipients understand the context and purpose of the document.
Step 9: Create the public share link
Save your settings to create the public share link; the new share entry appears in the list with its access details and available actions.
Step 10: Copy the share URL to send manually
Use the copy link action next to a share entry to copy the public URL to your clipboard so you can paste it into emails, chat tools, or project documentation.
Step 11: Resend an email invitation
For email-gated shares, use the resend invitation option to send the access email again to recipients who may have missed the original message.
Step 12: Generate a QR code for a share link
Use the QR code action for a share entry to generate a scannable QR code that links directly to the shared document.
Step 13: View and download the QR code
Open the QR code preview to confirm it works as expected and download the QR image file so you can add it to reports, slides, or printed materials.
Step 14: Revoke a public share link
When access is no longer needed, use the revoke or delete action on a share entry to immediately disable that public link and prevent any further access.
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Last updated: 2026-08-04