Share links — expiry and revoke behavior
A share link is a URL that lets anyone in your organisation claim access to one of your Record Types for a workspace they belong to. It is an alternative to picking specific workspaces by hand — useful when you do not yet know which workspaces will want the type, or when the audience is too broad to enumerate. This article explains how the link works, what its expiry options mean, and what revoking it actually does.
Quick comparison: direct share vs share link
| Direct share | Share link | |
|---|---|---|
| You choose recipient workspaces | Yes — explicitly from a picker | No — anyone in your organisation with the link can claim it |
| Recipient experience | Sees a request in their Records Management inbox | Clicks the link and chooses which of their workspaces to claim it for |
| Multiple workspaces from one share | One request per workspace | Same link can be used by many workspaces |
| Revocable in advance | N/A — you control the recipient list | Yes — revoke at any time |
| Expires automatically | N/A | Yes — 1, 7, 30, or 90 days |
| Cross-organisation | Blocked | Blocked |
Generating a share link
From the Record Type's page, open the three-dot menu (⋯) next to + New record and choose Get share link. A modal opens with:
- An expiry dropdown — 1 day, 7 days, 30 days (default), or 90 days.
- A Generate button that creates the link.
- After generation, a Copy button for the URL.
The link is created when you press Generate; until then, no link exists. Once generated, the link appears in your Active share links section on the Records Management page.
If you need the URL again later, find the link in the Active share links section — each row has its own Copy link button.
Expiry options
The four expiry options exist to match different sharing intents:
| Expiry | Best for |
|---|---|
| 1 day | One-off handoffs where you will share the link with a specific person in the next few hours, and want it to disappear automatically right after |
| 7 days | A working week — typical for an internal rollout where a few workspaces will pick it up during business hours |
| 30 days (default) | Longer rollouts, or when you are not sure exactly when each workspace will get to it |
| 90 days | Ongoing recruitment — for example, an internal template you want available to any new workspace for a quarter |
Expiry is fixed at generation time. To change it, revoke the existing link and generate a new one with the new expiry.
How a recipient claims a link
When someone clicks a share link, the system checks:
- Are they signed in to a SoterAI account in your organisation? If not, they are asked to sign in. If their account is in a different organisation, the claim is blocked — share links do not cross organisation boundaries.
- Which of their workspaces would they like to claim it for? They pick a workspace from a dropdown showing the ones where they have permission to accept shared Record Types.
- Has the workspace already accepted this Record Type? If yes, the workspace is shown as already having access, and no second claim is needed.
Once they confirm the workspace, the Record Type appears in that workspace's Shared with you list immediately. The workspace's managers also see the new entry; there is no separate accept step for share-link claims (clicking the link is the accept).
What revoking a share link does
Revoking a link blocks future claims. It does not remove access from workspaces that have already claimed the link.
| Action | What happens to existing recipients? | What happens to future claims? |
|---|---|---|
| Revoke the link | No change — they keep access | Blocked — clicking the link shows an "expired or revoked" message |
| Let the link expire | No change — they keep access | Blocked — same expired/revoked message |
If you need to remove access from a workspace that already claimed the link, the only option in this version is to archive the Record Type at the source, which removes it from every workspace using it. There is no per-recipient revoke.
To revoke a link, find it in the Active share links section of your Records Management page and click Revoke. The link disappears from the active list immediately.
Multi-use behaviour
A share link can be claimed by many workspaces. The same URL works repeatedly — the only limits are the expiry date and whether you have revoked it.
This is the main practical difference between a share link and a direct share: a direct share is a request to one specific workspace, while a share link is a self-service offer to anyone in your organisation. If five workspaces all want access to your Record Type and you do not want to send five separate requests, a share link is the lighter approach.
Cross-organisation: blocked
Share links cannot be claimed by users outside your organisation. If you paste a share link into an email or message and it reaches someone in a different organisation, they will see an error when they click it. There is no setting to enable cross-organisation sharing in this version.
Things to know
- Each workspace can claim the link only once. A workspace that has already accepted the type cannot accept it again — and does not need to.
- Revoking is immediate. A revoke takes effect on the next claim attempt.
- Expired or revoked links are not reusable. If you revoke a link by mistake, you will need to generate a new one. The original URL cannot be brought back.
- The link itself is not secret. Anyone in your organisation with the URL can claim it. If you need to restrict who specifically receives the type, use a direct share instead.