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Sharing systems publicly via generated link

Learn how to use systemHUB's built-in share function to securely send read-only documents to external users, revoke access instantly, and easily transfer systems between different systemHUB accounts.

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🚀 How to Generate a Share Link

Every system, policy, and training document in systemHUB features a built-in sharing function. This generates a public URL you can send to anyone—even if they do not have a systemHUB account.

  1. Open the system, policy, or training document you want to distribute.
  2. Click the Share button in the top-right corner.
  3. Click Generate URL.
  4. Copy the URL to your clipboard and send it away.

The recipient opens the link in any web browser to view the document in a clean, read-only mode. They can read the text, watch embedded videos, and review public comments, but they cannot make edits, add new comments, or complete sign-offs.

🔒 Keeping Public Links Secure

Public links are exactly that—public. Anyone who gets their hands on the link can view your content without a password or login. You should treat these generated URLs as if they are public knowledge.

For sensitive or confidential content:

  • Avoid share links entirely: Invite the individual to your workspace as an official Reader instead.
  • Rotate the link: Manually re-generate the URL to break the old link as soon as the recipient is finished using it.

How to Revoke Access Instantly (Re-generating the URL)

If a contractor's engagement ends or a link is accidentally shared too widely, you can cut off access instantly:

  1. Open the shared document and click Share.
  2. Click Re-generate URL.

The old web link will stop working immediately, displaying an error screen if anyone tries to open it. A brand-new URL is created on the spot for you to use going forward if needed.

🔄 Transferring Content to Another systemHUB Account

Share URLs double as systemHUB-to-systemHUB content transfers. If your recipient runs their own separate systemHUB workspace (such as a client, partner, or fellow consultant), they can easily clone your work:

  1. The recipient opens your shared URL.
  2. They click the Import button at the top of the screen.
  3. They choose a destination folder inside their own account.

The system is instantly copied into their workspace, where they are free to edit, re-brand, and customise it without affecting your original master document.

🛠️ When to Use vs. When to Skip

Common Use Cases:

  • Contractor Onboarding: Fast-tracking a freelancer's onboarding by sending a specific workflow link.
  • Compliance Audits: Sending an external auditor a single policy document to prove compliance.
  • External Reviews: Reviewing a drafted process with an outside advisor or consultant.
  • Public Policies: Distributing public-facing policies (like Terms of Service or Privacy Policies) directly on your company website.

When NOT to Use Share Links:

  • Ongoing Collaboration: If you need them to actively contribute, invite them to the platform as a Reader or Contributor instead.
  • Confidential Operations: Do not use public links for highly sensitive business intelligence—there is no credential protection beyond the URL string itself.
  • Tracked Policies: If you need verifiable compliance reporting, skip the share link. Official team sign-offs cannot be tracked or recorded via public links.

🎉 You're All Set!

You now know how to quickly generate, manage, and revoke public share links in systemHUB. This tool gives you the flexibility to securely project your company's operational knowledge beyond your internal team whenever the need arises.