Plans supporting the sharing of private link
| Professional | Business | Enterprise |
|---|---|---|
Share articles with external readers using a private link even before publishing the content. This feature allows you to generate a unique link for any article. With this link, you can grant access to the content to users who do not have access to your knowledge base portal or site. You can share these private links with external users outside your Document360 project (team accounts or reader groups) and deactivate or regenerate the links at any time to manage access as per your preferences.
For your information (FYI)
This feature is available exclusively in KB Site 2.0, which is accessible for projects created after June 10th.
Creating a private link
Navigate to the desired article in the Knowledge base portal.
Click on more options () in the category tree next to the article name.
Alternatively, click the More() icon in the article header.
Click the Share link ( ) icon.
In the Share link panel,
a. Click on Get shareable link ( ) once you have deleted the pre-existing link to generate a new link.
b. Click on Copy ( ) to copy the link to share.
c. You can choose to click Delete link ( ) to delete the existing link.
NOTE
When the user has deleted the article, the link will not display the information of the article in the KB site.
But once it’s recovered from the recycle bin (or) back up and restored, the same link should allow the user to view the content.
FAQs
What happens if the user deletes the generated link?
The shared private link will be invalid if the user deletes the generated link in the KB portal.
How do I regenerate my shareable link?
After deleting the existing link, navigate to the More () option > Share ( ) icon > click Get shareable link to regenerate it.
How do I share an unpublished article with someone who is not part of the team account?
In Document360, you can use the Get shareable link feature to share an unpublished article with individuals who are not part of your project’s team account.
Why doesn’t custom CSS or JavaScript appear in the shareable preview link?
Custom CSS, JavaScript, and HTML integrations are not applied in the shareable preview link. This is expected behavior based on the current implementation.
While these customizations—such as font color changes or script-based enhancements—are visible in the standard preview within the knowledge base portal, they are intentionally disabled in the shareable preview link. This restriction ensures consistent behavior, performance, and security when content is shared externally.
To view the final appearance of customizations, publish the article and access it directly from the knowledge base site or use the Sandbox project.