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Private vs "Public" Links
Private vs "Public" Links

What link or URL does your audience use to access your handbook? Can you share a private handbook with someone who isn't in your audience?

Tom O'Dea avatar
Written by Tom O'Dea
Updated over a week ago

The link to your handbook may be "public" or private. And if you use a private URL, you have the option of turning on an additional "public" URL.

"Public" URL

Ask yourself the following, and if the answer is "no", then you'll be using a "public" URL.

Are any of these a project requirement?

A "public" URL means anyone who knows the link to your handbook/document will be able to view it. Viewers will not be asked to log in. The handbook/document be a website anyone can go to from anywhere, on any device, 24/7.

We put "public" in quotes because your handbook/document will not be indexed or searchable on Google or any other search engine. It won't be in a list or posted somewhere for people to find. People will need to get the link from you or someone you share it with (either legitimately or nefariously).

Private URL

A private URL means people who attempt to access your handbook/document are prompted to log in before they can view it. Those people must be in your audience – a list of people you specify (usually your employees).

If you are using a private URL, you may also turn on an additional "public" URL. This URL is the same as your private URL, but with /public/12345678 after it. The 12345678 part is a random token of characters. You can reset the token at any time, which will invalidate the previous token/link.

Note: If you're using personalized content, any content that is access limited to any group will not be visible within the "public" link. This is because people using the "public" link are not logged in, so we do not know what group(s) they belong to. If you'd like a public version of your private handbook, you can use this to your advantage by creating an "employee" group that everyone is in. Then limit access to your private content to those in that "employee" group. Now it won't be visible to anyone viewing the "public" version of your document.

Turning on an additional "public" link is great for:

  • Providing new employees who have yet to start (who don't have a company email address) a way to familiarize themselves with your handbook/policies ahead of time. They can then sign the handbook on their first day, after they come through on your employee sync.

  • Sharing your handbook/document with a colleague in a different division/location or a friend who needs to create their own handbook. They can check out your great handbook and then you can turn off the link when they're done.

To open your Links panel, hover over your handbook/document on your HOME page or DOCUMENT LIBRARY, click the green arrow button next to View, then choose "Links".

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