Discover the difference between a shared link and URL link, and how to configure shared links to make them public. You can generate shared links from the invoice view. If a user doesn't have the authorisation to access a link, it will cause an error.
What is a shared link?
A shared link is a direct link to an invoice or expense. You can create from the Share button or get it from the Generic Excel download file.
Unlike URL links, you can configure Shared links to make them private or public. This means you can share files with external users.
📎NOTE: There’s a difference between a link created from the Share button, and a URL link copied from the address bar.
It's not possible to share publicly a URL copied from a page. When sharing a URL, the user will always need the permission to access the related company and folder. If they don't, they’ll get the Forbidden error.
Example of link created from the Share button: https://data.autoentry.com/public/show-invoice?Id=36b6e2af-ab43-4adf-8be7-e0910c0f415e
Example of a URL link:
Shared link settings
You can change the shared links settings to Public or Private from your Company Settings page.
Select Company Settings on the left-hand side of your company homepage.
Under the Preferences section, select either Public or Private.
Public link: Anyone can view the link without needing access to AutoEntry. This will only give access to the invoice image in read-only mode.
Private links: Only users with permission to that company and folder can access it.
Make sure to Save Changes.
📎NOTE: You can change the settings to public or private after sharing a link. Changing the settings will affect all links already shared.
How to use the Share option
Go to the relevant Inbox or Archive to access the document: Purchases, Sales, Expenses.
📎NOTE: You can only share documents after successful processing. The Share option isn’t available to Bank Statements or Supplier Statements.
Click View to open the invoice or expense.
Click Share.
Copy the link.
Error messages
If you share a Private link created from the Share button, whoever clicks the link must have access to that company and specific folder.
If the user hasn’t logged in, the following error message will display:
Private Link
You must be logged in to AutoEntry to view this image as the image share settings for this company are set to private. Please contact an AutoEntry user to either request access to AutoEntry, or to change the "Share Link" settings.
"Go to Login"
If the user has logged into AutoEntry but doesn't have the correct permissions, the following error message will display:
Unauthorized Access
Sorry, you do not have permission to view this item. Please request access from the AutoEntry account holder.
