Public sharing
Share a read-only copy of a text document via a public link - for stakeholders outside the project, reviewers, or clients.
Public view is fullscreen, noindex (not meant for search engines), and can be protected with password, expiry, and view limit.
Requires the billing feature Text document public links on your team plan.
Create a public link
From document details, open Public link (share dialog):
| Option | Description |
|---|---|
| Password | Optional - guests must enter it to view |
| Expiry | Optional datetime - link stops working after |
| Max views | Optional cap on total opens |
Click Create. The dialog shows link status and analytics when available.
Link states (what you see)
| UI state | Meaning |
|---|---|
| Active link | Content passed checks; guests can open the URL |
| Link (not published) | Link exists but public access is blocked - usually content is pending review after automated policy check |
| Copy disabled | When blocked - do not share until status becomes active |
Important: This link status is not the same as document Draft / Published / Archived. You can have a Published document whose public link is still blocked until moderation completes.
Copy and revoke
| Action | Effect |
|---|---|
| Copy link | Copies public URL to clipboard (only when active) |
| Revoke | Disables the link immediately; existing URL stops working |
Public URL pattern:
/web/{locale}/public/text_document/{shareToken}
Guest experience (public view)
Guests open the link without logging in.
They see:
- Document title
- Read-only rendered HTML (same structure as authored content)
- Images loaded through the application proxy (so images work without direct storage URLs)
- Optional password prompt
The page is marked noindex for search engines.
Report content
Guests can report inappropriate content:
- Opens a form: reason (min length), contact email, optional password if the link is protected
- Submit sends a complaint; the link may be suspended while moderators review
Content moderation (user-facing)
Before and during public access, the system checks document body text against a content policy dictionary (multiple languages).
| Outcome | What happens |
|---|---|
| Clean | Link is active; guests can view |
| Flagged | Link is pending review; public access blocked; you see Link (not published) |
| After moderator approve | Link becomes active (if body still matches approved content) |
| Body changed after approve | Re-check; clean → active again; flagged → pending review |
| User report | Link suspended until moderators act |
You do not need moderator access to use public links. Moderators use a separate Moderation admin area (role moderator or admin).
Generic error messages are shown to guests when access is denied - details stay internal.
Analytics
When a link is active, the share dialog can show:
- View count (total opens)
- Expiry and max views remaining (when configured)
Each view may be logged for analytics (hashed IP / user agent on the server).
Limits and behaviour
| Topic | Behaviour |
|---|---|
| Plan feature | Without text document public links, create share returns an error |
| One active share row | Typically one share record per document; creating again may replace or update - follow UI prompts |
| Revoked link | Cannot be reopened; create a new share if needed |
| Images on public page | Served via public file proxy, not raw storage URLs |
| Document edits | Changing body after share may trigger re-moderation |
See also
| Version | 1.3.0 |
| Last updated | 2026-07-04 |