Share reports and documents with people outside Onplana

Clients, sponsors, and auditors often need to see a report or a document without getting an Onplana login. Two sharing mechanisms cover this: public links for reports, and email-verified links for documents. Both are revocable at any time.

Share a report

1. Build or load a saved report on the Reports page, then select Share in the toolbar.

2. Select Create Share Link. Optionally check Password-protect this link (minimum 4 characters) and Set expiration date.

3. Copy the link and send it. Anyone with the link (and the password, if set) can view the report in their browser, no account needed.

A report can be shared by the person who saved it, and by organization owners and admins. To cut off access, open the same Share dialog and select Revoke next to the link; revocation is immediate and cannot be undone (you can always create a fresh link).

Share a document

Document sharing works differently, and deliberately so: instead of a password, each recipient proves they own their email address.

1. Open the file’s preview from its document folder and select Share.

2. In the Share document dialog, enter the recipient email addresses (one or more, up to 50).

3. Optionally set an expiry date, and choose whether to share a frozen snapshot (the default) or check Share live version.

4. Send. Each recipient receives a personal link by email and must confirm their address with a one-time code before viewing.

Because every link is personal and email-verified, a forwarded link reveals nothing: whoever opens it still has to pass the code check for the original recipient’s address.

Note

By default you share a snapshot frozen at the moment of sharing, so later edits to the document never leak to outside recipients. Check Share live version only when recipients should always see the current content.

The dialog shows the access list for each share: who has verified, when they last opened it, and how often. From there you can revoke a single recipient or the entire share; either takes effect immediately, and revoking a share also deletes its frozen snapshot copy.

FAQs

Why can’t I password-protect a document share? Documents use email verification instead, which is stronger: a password can be forwarded along with the link, but a one-time code sent to the recipient’s inbox cannot be passed around.

Who is allowed to share? Reports: the report’s creator, plus owners and admins. Documents: any organization member who can open the document; guests cannot create shares.

Are there limits on document shares? Up to 50 recipients per share, and very large binary files cannot be shared by link (the dialog tells you the cap, 25 MB on standard setups, and suggests downloading and sending directly). Externally linked boards and docs have no stored content, so they cannot be shared this way.

Does revoking a report link break old screenshots or exports? No. Anything recipients already downloaded stays with them; revoking only stops the link from loading anything new.