KB User's Guide - Documents Tab - Shared-private (Privately Shared Docs)

This document describes the KB's private share feature and how you can use it to give another user one-off access to individual internal documents.

The shared-private feature in the KB allows you to share individual documents with those who do not have access to your internal KB and/or your KB Admin Tools environment.  Shared-private links can be configured for documents in "draft" status, i.e. docs set to Draft or Pending Review, as well as those that are Published.

The shared-private  feature generates a share url for any document a group owns, as long the person creating the share is a group admin or the owner of the document.

To create a shared-private URL:

  1. In the KB Admin Tools, go to the Documents tab > Shared-private (link on the left navigation menu).

  2. On the Privately Shared Documents form, do the following:

    • Enter the ID number of the document you are sharing in the Doc ID field.

    • If you are sharing a "Draft" or "Pending Review" version of the document, set the Doc Status dropdown to NOT published. Otherwise, select Published to share the published version of the document.

    • A unique Share Key will be automatically generated for you. This can be customized if desired (minimum 6 characters).

    • By default, the shared-private URL link will expire after one week. You can update the Share Expiration date to extend this as needed.

  3. Click the Add/update button.

Once a share URL is successfully created, it will appear on the screen beneath the form, along with any other shared-private documents that were previously created. This list can be sorted by document ID, Title, Expiration time, Shared by, or Creation time. The list provides the URL where each shared document can be seen.

A shared-private URL becomes archived when it expires or when the document itself is archived or unavailable. An invalid shared-private URL is marked with red/grey colors in the list of shared documents. Group admins and document owners may delete a shared-private URL at any time. 

The image below shows the Document ID field and the Share Expiration date fields both changed to red by the KB System. The Share URL link is grayed out and, therefore, inaccessible.

Note: When viewing a shared-private document, know that due to access restrictions, relative hyperlinks contained in the document may not work properly.

To update an existing shared-private URL:

  1. Copy the same Doc ID, Doc Status, and Share Key from your existing shared-private URL into corresponding fields in the Create, update, and delete private shares section.

  2. Set the Share Expiration field to the new date and time when you would like your private share to expire.

  3. Click Add / Update. 

|KB User's Guide - Documents Tab |


Keywords:
active docs kb knowledgebase share token shareurl share url share key shared by share updated private share one single individual internal page temporary draft 
Doc ID:
11800
Owned by:
Leah S. in KB User's Guide
Created:
2009-07-26
Updated:
2026-07-20
Sites:
KB Demo, KB User's Guide
Documents Tab