Share Document - Licensing Requirements

Using the GlobalSearch Go client, or the GlobalSearch API, users may create a publicly accessible link to an internal document that may be shared with users external to the GlobalSearch system. For the feature to work correctly, appropriate licensing must be available to the environment.

To use the Share Document feature, a customer MUST have read only licenses. At least one read only seat must be licensed for document sharing to work.

Overview

When a document is shared from the Share icon a share document window will open. Here, the user will be prompted for an expiration date, which may be modified from your system default if desired. When the expiration date passes, the link will no longer be valid.

Next, the user is presented with a shareable URL that will grant unlimited read only access to the document in the GlobalSearch viewer. While this link may be used for the entirety of it’s specified duration, it should be understood that licenses still need to be available.

License Details

Shared Documents ONLY consume Read Only licenses.
Shared Documents operate on a concurrent license model. This different from normal licensed operations where licenses are allocated to named users.
- Customers should have available enough read only licenses to serve both the concurrent needs of the user community at large, in addition to licenses for any named Read Only users.
When a user attempts to open a document with a shared license, a Read Only license must be available.
If a licensed Read Only user attempts to authenticate and all Read Only licenses are in use due to shared document access, they will be denied access.
A shared document link works by creating a license allocation in the GlobalSearch license table that has access to only one specific resource - the document being shared.
A GlobalSearch administrator can remove any shared document link at any time from the license manager.
- Note that if an administrator clears the license table, all licenses, including shared document link licenses will be removed.

If the shared link is no longer valid, has been removed, or there are no licenses available to serve the request, the user will see a message similar to this: