| Please note that this feature is an optional add-on included in certain pricing plans but can also be purchased separately. The cost is 350 SEK/month and will be added to your upcoming invoice. If you have questions about your pricing plan, please contact sales@amsystem.com. |
How to Create a Public Document
Note: To access the functionality for sharing a document publicly, users must have the profile setting Publish/change public links enabled. Learn more about this profile setting here.
To make a document public, it must first be published.
You can find the feature by clicking on Change publishing settings in the menu bar.
- Select the Public Link tab.
- Click Add to generate a link. You can copy the link (URL) to paste it elsewhere. Alternatively, you can send the link directly via email. There is no limit to the number of links you can create, each one is unique.
- sing the Edit button, you can control in more detail how the public link will work and how it will be perceived. You can freely add a description for the specific link, for example specify who it is intended for, in which context it should be used, or what the recipient can expect to see when opening the document. You can also limit the link in time by setting an expiration date. This is useful if the document should only be available during a campaign period, ahead of an audit, or for the duration of a project.
If needed, you can protect the link with a password to add an extra layer of security, ensuring that only those who have both the link and the password can access the content. In addition, you can choose which language should be displayed in the document header, for example when sharing the document with external parties in other countries or when you want to adapt the communication to the recipient’s language.
Finally, you can choose to receive email notifications when someone opens the document via the public link. This gives you a simple way to see who has accessed the information and, if appropriate, plan the next step, such as providing feedback, scheduling a follow-up meeting, or sending a reminder.
How to Find Which Documents Have a Public Link
To find documents with a public link, follow these steps.
Start by navigate to Document » Search » Search document. Select the field Public link exists » choose Yes from the list. Click Run query (Play button).
How to Remove the Public Link from a Document
Documents with an active public link display a blue icon with the number of created links in the Publish button toolbar. Steps to Remove a Public Link: 1) Select Publishing Settings 2) Go to the Public link tab 3) Click Change 4) Choose Delete 5) Confirm by clicking OK
Note.
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Internal links in a document – for example links to other documents, process maps, pages or functions in your management system – will not work for recipients who open the public document outside the system. These links require the user to be logged in and have the right permissions, so for external recipients they appear as clickable links but do not lead anywhere.
However, links between pages within a bundle do work, because the entire bundling is treated as a single document and all pages are published in the same public view. This allows you to create a coherent reading experience where users can move between pages in the bundling, but not on to separate, standalone documents outside it.
External links that lead out to the internet (for example to your website, a supplier’s page, a standard at a certification body or a video on an external platform) also work as usual. When the recipient clicks such a link, it opens in the browser just like any other web address.
- Public documents are primarily intended for digital viewing on screen, and the system currently does not provide a built-in print function for these. If you wish to print a public document, you can use your browser’s standard print feature (Cmd + P or Ctrl + P). Please note, however, that browser-based printing is limited in formatting capabilities and the output will differ from a PDF generated directly within the system.
- This function should not be confused with the Link to Published Document (permalink) feature, which requires the recipient to log in to the system to access the document.