External Recipients (End Users) | DC

External recipients are essential for collaborating with non-licensed users in a secure, controlled manner. Their access is limited to viewing and interacting within predefined boundaries set by internal users. Access is contingent upon the active state of the shared link, ensuring that data security remains under the organization’s control. They may may be stakeholders, contractors, or other external collaborators.

Roles and Permissions

Role of External Recipients

External recipients are passive participants in the system. They can view shared content but cannot modify configurations or settings.

• Purpose: To allow external users to interact with organizational content without compromising security.

• Access Scope:

  • Viewing Only: They can only view the data shared via the active link.

  • Restricted Interactions: Any interactions are limited to the permissions explicitly granted (e.g., commenting or adding attachments).

Key Responsibilities and Permissions

External recipients do not perform administrative or editorial actions. Their permissions include:

• Viewing shared data as rendered for external viewing.

• Interacting within the defined parameters set by the internal user (e.g., comments if enabled).

Limitations

• No Configuration Access: They cannot edit, share, or adjust configurations of the shared content.

• Dependent on Active Links: Their access is entirely tied to the state of the shared link.

Data Management and Security

Data Storage and Rendering

The data external recipients access remains stored securely within the organization’s premises.

Link-Based Access

External recipients gain access through shared links.
These links have specific behaviors:

• Activation and Deactivation:

  • Links can be intentionally deactivated by the internal user.

  • Links are also automatically deactivated if:

    • The internal user (link creator) loses access to the content.

    • The link expires based on predefined expiry configuration.

3. Use Case Example

Scenario:
A project manager shares a progress report with an external contractor using a shared link. The contractor:

1. Clicks the link to view the report.

2. Provides feedback via comments if the permission is enabled by the internal user.

Security Controls:

• The contractor cannot edit the report or navigate further.

• If the project manager deactivates the link, the contractor will no longer have access to the content.

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