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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 view the data in the view and access detailed record information.

When mentioning others using @ in a record, you can configure whether non-members are allowed to view the record details for data security.

Share a View​

Go to [Edit Form] > [More Settings] > [Public Sharing], then switch to the "View" tab to enable or disable view sharing.

  • When Sharing is Enabled

    • You can specify which views are allowed to be shared.

    • You can specify which users are allowed to share them.

  • When Sharing is Disabled

    • All views under the current worksheet will no longer be shareable externally.

    • Any previously shared links will become invalid.

Note:

  • Each user gets a unique link when generating a shared URL.

  • When accessing the shared view via link, only records visible to the sharer will be shown.

Sharing as a WeChat Card​

When sharing a view with WeChat users, you can customize the title, description, and icon of the shared card.

  • Title: Defaults to Worksheet Name – View Name
  • Description: Must be a manually entered static value
  • Custom Icon: Defaults to the view icon; custom uploads are supported

Scan the QR code via WeChat to access the shared view:

Share with Your WeChat Contacts:

Share a Record​

Navigate to [Edit Form] > [More Settings] > [Public Sharing], and switch to the "Record" tab to enable or disable the record sharing feature.

  • When Enabled

    • You can define which users are allowed to share records.

    • You can specify which views are eligible for record sharing.

  • When Disabled

    • Records in all views of the current worksheet can no longer be shared externally.

    • Any previously shared links will become invalid.

Notes:

  • Each user will get a unique link when sharing.

  • The content visible through the shared link is identical to what the sharer sees.

  • Sharing can be disabled per record without affecting others.

Share as a WeChat Card​

When sharing a record with WeChat users, you can customize the title, description, and icon of the shared card.

  • Title: Defaults to the record title; you may select a specific field.

  • Description: Select a field to use as the card description.

  • Custom Icon: Defaults to the view icon; you can upload a custom image.

Scan the QR code via WeChat to access the shared record:

Share with Your WeChat Contacts:

Record Access Permissions for Mentioned Users in Discussions​

When a record is opened from a specific view and a discussion is posted, if a user is mentioned, the system will send them a notification containing a link to the view and the target record.

Whether the mentioned user can access the record details via that link depends on the following rules:

Default Rule:

If the mentioned user has permission to access the worksheet, they will be able to view the record in read-only mode.

  • As long as the user has visibility to any view under the worksheet, they can open the record via the notification link in read-only mode.

  • Note: The notification link is only used to locate the record — it does not imply access to the specific view.

Access Denied:

The mentioned user will not be able to view the record if:

  • They do not have visibility to the current view used for the operation.

  • They have access to the view, but the specific record is not visible to them within that view.

If access is denied, the system will display: "Record cannot be viewed."

Additional Notes:

This permission logic also applies to:

  • New discussion notifications sent to users who follow the record.

  • Members field notifications when new members are added and receive a record link.