Share with people inside and outside your org

Who opens an object

• Its owner.
• The people and the groups on its list.
• Everyone in your org, when its general access is set to your org.
• Anyone with the link, for a recording or a snipit with a public link.
• A person outside your org whose address is on the list. Only projects, snipits, recordings, and pastes take outside addresses.

The access of your whole org never reaches a person outside it. A person outside your org gets in only through their own address, and only while your org allows outside sharing.

Add a person outside your org

Open the share control of the object: the Access pane in the settings of a project, or the share dialog of a snipit, a recording, or a paste. Type or paste one or more addresses in Add people by email, pick the person, and save.

• When the address belongs to a member of your org, the person goes on the people list as a member.
• When the address matches a contact in your CRM, or a person of the data co-op that your org takes part in, the row shows their name and photo. Each other address shows as it is.
• The owner and the admins who can open a project or a paste add and remove its outside addresses. The owner of a snipit or a recording does.
• A list holds up to 50 outside addresses. Each person can add 25 new addresses each day, and each org 200. An address gets at most 10 invites each day from all orgs. Past a limit, the save fails with a message that names the limit, and no email goes.
• When a person outside your org joins it later, their row shows that they are a member, with Move to people.

The two roles of a project

A person outside your org can view a snipit, a recording, or a paste. For a project, you pick one of two roles.

• Can view: the person reads the transcript, the threads of the workers, the tasks, the files, and the timeline. They watch the desktop of the computer live, view only, and they can use the apps of the project.
• Can chat: all of Can view. The person can also post to the agent and answer its questions, up to 30 messages an hour. The agent works as the owner of the project, with its tools and sign-ins, and the work counts on the limits of your org.

Neither role can change the settings or the access, edit or remove a message, react, stop the agent, post in the thread of a worker, write a file, or see the people of your org.

A person outside your org sees the full history of the project, including what the agent saw in a signed-in browser. Share a project outside your org only when all of its history can go to that person.

What the person outside your org sees

• One email for each object and address. It names who shared it, your org, the object, and the role, and it says which address to sign in with.
• A person with no OrgOrg account signs in on the page of the object. By signing in, they agree to the terms of use. No org is made for them. After that, their OrgSpace lists the projects that are shared with them.
• A person who belongs to another org opens a project in their own OrgSpace, under Shared with you. The project says which org shared it.
• When the snipit or the recording has a public link, the person opens it with no sign-in, as anyone with the link does.
• When they sign in with another address, or after you remove them, the page says that the object is not available to this account, names the address of the session, and offers another account.

The email

• The invite goes when you save a new address. A change of the role sends no email.
• When you remove an address and add it again, no second email goes.
• The mail button on the row of a project sends the invite again, one time each day for each address, inside the same limits.

The opens

Each time a person outside your org opens the object, OrgOrg keeps the time and the address. The people who manage the object see the newest 50 opens under the list, in Opens from outside the org. Opens by the same person within 10 minutes count as one.

Remove a person

Remove the row and save. The person cannot open the object from their next request. When you delete the object, its outside addresses and its opens go with it.

Turn outside sharing off for your org

An admin of your org controls outside sharing at /settings/sharing. It is on by default.

• When it is off, nobody can add a person outside your org. The people already on a list open nothing, and their rows show Paused. The lists stay, and no email goes.
• When it is on again, each person on a list opens the object again, and no email goes.