Sharing
A document to send outside? One link, and you decide how long it lasts
The accountant wants the contract, the inspector the record book, the agency the certificate. Instead of an attachment that travels by email and never comes back, you send a link that expires, can be protected with a password and is revoked with one click.
The document stays in the file; only access goes out
A copy attached to an email is a copy you no longer control: it gets forwarded, forgotten in an inbox, kept for years. With Anagrafika’s public links the document never leaves the employee file. Whoever receives the link opens it in the browser, without an account, on a page carrying your company’s logo; if you turned off downloading, they can only view it. You know how many times it was opened, and when it is no longer needed you revoke it. You send the link yourself, through the channel you already use: email, certified email, a message.
How it works
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You create the link from the document
In the employee file, open “Share link” on the document: give it a name, choose the expiry in days, from 1 to 365, and add a password if you want.
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You choose what the recipient can do
“Allow downloading” if they need to keep the file, “View only” if they only need to read it: PDFs and images can be previewed either way.
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You copy, send and keep track
“Copy link” and paste it wherever you need. The counter tells you how many visits it has had; it closes on its own when it expires, or you close it earlier with “Revoke link”.
The document stays home. Only a link goes out, and you are the one who closes it.
What you can do
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An expiry, always
Every link has an end date, from one day to one year; if you do not change it, it lasts a week. Anyone opening an expired link sees a message asking them to request a new one from whoever sent it.
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Optional password
For the most sensitive documents, add a password: whoever opens the link must enter it before seeing anything. It is best sent through a different channel from the link.
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View only or download
With downloading off, the recipient previews the document but cannot download it. With downloading on, they can save it. You decide link by link.
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No account for the recipient
The outside consultant or the agency do not need to register anywhere: they open the link in the browser and find the document, on a page with your company’s logo and colours.
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All active links on one page
The “Public links” page lists the documents currently exposed outside, with expiry, password and visits. You search by document, employee or company, and open the employee file or revoke the link from there.
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The employee file shows it
A shared document carries a badge in the employee file, with the number of active links. You can create more than one for the same document — one for the accountant, one for the agency — and revoke them separately.
Frequently asked questions
Does Anagrafika send the link by email?
No: Anagrafika creates the link, you copy it and send it through the channel you prefer — email, certified email, a message. That way you choose who receives it, and if you set a password you can send it by a different route.
Can I share a whole employee file with one link?
No, each link opens a single document. It is a deliberate precaution: exactly what is needed goes out, and nothing more of the employee’s file. If several documents are needed, you create a link for each.
Who can create a public link?
Anyone with the “Records management” privilege, which Administrators and Users have by default, but only for documents they can already see: a user restricted to one company or site cannot share documents of employees outside their scope. The “Public links” page, too, shows each person only the links within their scope.
What happens when I revoke a link?
It stops working immediately: whoever opens it gets the “Link unavailable” page. The document stays in the employee file as it was, and other links to the same document remain active until you revoke them or they expire.
The other Anagrafika features
Bring order to your personnel files
Request a demo: we’ll show you how Anagrafika collects, organizes and keeps personnel files complete.
Alex