Share Links¶
Overview¶
A share link lets someone who has no ConnectGain account open one record in their browser, read it, and nothing else. Use it to send a client their project status, a colleague the minutes of a meeting they missed, or a partner the details of a deal — without inviting them into your workspace.
Every share link is read-only. Nobody who opens one can edit, comment, reply or see anything other than the single record you shared.
On this page: What you can share · Creating a link · Passwords and expiry · What the recipient sees · Turning a link off · Troubleshooting
What you can share¶
| Record | Where the Share button is |
|---|---|
| Contact | Contacts — on the contact card, and in the contact's menu |
| Company | Companies — on the company card |
| Deal | Deals — on the deal card |
| Task | Tasks — on the task card, and in the task's menu |
| Pipeline report | Deals — inside the sales report window |
| Project timeline | Projects — open a project, then Share |
| Project status report | Projects — open a project, Reports tab, then Share on a report |
| Support report | Projects — open a project, Support reports tab, then Share on a report |
| Meeting minutes | Meetings — open a meeting, Minutes tab, then Share |
| Booking page | Scheduling — copy your booking link or an event type's link |
Contacts, tasks and projects have a second, simpler kind of link: turning sharing on for the record itself produces one public page for it. Everything else uses the Share window described below, which can make several links for the same record with different settings.
Creating a link¶
- Open the record and click Share.
- Click Create link. The link is copied to your clipboard and listed in the window.
- Paste it wherever you need it — email, chat, a document.
If your browser blocks the copy (this happens in some private windows), the window tells you so and the link stays on screen for you to select and copy by hand. It never claims to have copied something it did not.
For meeting minutes you can also send the minutes by email from the Share window when your team has an email account connected, or open them in your own mail app when it does not. Both include the share link.
Passwords and expiry¶
Open Settings inside the Share window before you create the link:
- Expiry date — after this moment the link stops working and tells the recipient it has expired. Set it in your own local time; it expires at the time you picked.
- Require password — the recipient is asked for a password before anything is shown. You must type the password when you create the link; a password-protected link cannot be created with the field empty.
- Show sensitive data — off by default. While it is off, custom fields are left out of the shared view, and for meeting minutes the attendees' email addresses are left out too.
- Allow download — adds a Download button to the shared page.
Send the password to the recipient separately — not in the same message as the link.
Links you have already created are listed in the Share window with how many times each has been opened. Expired links are not listed, so you cannot send one by mistake.
What the recipient sees¶
One page, for one record, read-only. No sign-in, no workspace, no navigation into anything else.
Two things are never included in a shared meeting:
- the recording
- the full transcript
Minutes summarise the meeting; the audio and the word-for-word record stay inside your workspace.
Shared project status reports and support reports show the report exactly as your team sees it, minus the Share, Copy link and Delete buttons. Recipients can still export the report as a PDF.
Shared contacts show name, email addresses, phone numbers, tags, description and when the contact was created. Internal fields your team has added to the contact are not shared.
Turning a link off¶
- In the Share window, delete the link. Anyone who already has it loses access immediately.
- For a contact, task or project shared through its own page, switch sharing off on the record.
Revoking works the moment you do it — there is nothing cached on the recipient's side. Because a link is a key, treat it like one: anyone it is forwarded to can open the page, which is what the password and expiry options are for.
Troubleshooting¶
The recipient says the page asks for a password and they don't have one. You turned on Require password when creating the link. Send them the password, or create a new link without one.
The recipient says the link has expired. Its expiry date has passed. Create a new link, with a later expiry or none.
The recipient says the page is not available. The link was deleted, or sharing was switched off on the record. Create a new link.
I shared a contact but the extra fields my team added are missing. That is deliberate — those fields are not sent to people outside your workspace. Turn on Show sensitive data when creating the link if the recipient needs them.
The link did not reach my clipboard. Some browsers block copying, especially in private windows. The link stays on screen in the Share window; select it and copy it manually.
I shared something and now want it private again. Delete the link in the Share window, or switch sharing off on the record. Do that before asking the recipient to delete the message — the link is what grants access.
Best practices¶
- Set an expiry on anything you would not want circulating in six months.
- Add a password to anything a competitor should not read, and send it separately.
- Leave Show sensitive data off unless the recipient genuinely needs those fields.
- Delete links when the conversation they belonged to is over.
- Review the Share window occasionally: it shows every live link for that record and how often each has been opened.