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Public Sharing of Views and Records

Views and records in a worksheet can be shared externally. Anyone with the shared link can access the view data or record details.

When mentioning users (@) in record discussions, you can also control whether non-members are allowed to view record details, ensuring data security.

Share Views​

Go to Edit Form > More Settings > Public Sharing, and open the View tab to enable or disable view sharing.

  • Enabled

    • Specify which views can be shared
    • Define which users are allowed to share

  • Disabled

    • All view sharing is disabled
    • Existing shared links will become invalid

Notes:

  • Each user generates a unique sharing link
  • Data accessed via the shared link reflects the sharing user’s permissions

Sharing Card in WeChat​

When sharing a view via WeChat, you can customize the sharing card:

  • Title: Defaults to “Worksheet Name - View Name” (e.g., Tasks - table view)
  • Description: Supports static text only
  • Custom Icon: Defaults to the view icon; you can upload a custom icon

Configuration:

Sharing steps and result:

  1. Scan the view sharing QR code using WeChat

  2. Share with WeChat contacts

Share Records​

Go to Edit Form > More Settings > Public Sharing, and open the Record tab to enable or disable record sharing.

  • Enabled

    • Specify which users can share records
    • Define which views allow record sharing

  • Disabled

    • Record sharing is disabled across all views
    • Existing shared links will become invalid

Notes:

  • Each user generates a unique sharing link

  • Record details accessed via the shared link match the sharing user’s permissions

  • Sharing can be disabled at the individual record level without affecting other records

Sharing Card in WeChat​

When sharing a record via WeChat, you can customize the sharing card:

  • Title: Defaults to the record title; can be mapped to a specific field
  • Description: Can be mapped to a field value
  • Custom Icon: Defaults to the view icon; you can upload a custom icon

Configuration:

Sharing steps and result:

  1. Scan the record sharing QR code using WeChat

  2. Share with WeChat contacts

Permissions for @Mentions in Record Discussions​

When a user is mentioned (@) in a record discussion, the system sends a notification containing the view and record context. Whether the mentioned user can access the record depends on the following rules:

Default Rule​

If the user has permission to view the worksheet, they can access the record in read-only mode.

  • As long as the user has visibility to any view in the worksheet, they can open the record via the notification link

Note: The notification link is used for navigation only and does not grant access to a specific view.

Access Restrictions​

The user cannot view the record in the following cases:

  • The user does not have access to the view where the action occurred
  • The user has access to the view, but the record is not visible within that view

If access is denied, the page will display: “Record not accessible.”

Note:
These rules also apply to:

  • Notifications sent to record followers when new discussions are posted
  • Notifications triggered by adding users in member fields within a record

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