303 - Sharing your work

A signed-in user who is not the recipient gets a page naming the account they are signed in as, with a switch-account action, rather than a dead end that reads like a bug. Recipients with no account get in through a one-time link instead.

The right default for an internal link. A colleague who finds it in a wiki page can open it; the internet cannot. Pair it with an expiration.

The dialog warns you when you pick it, because at this setting the URL is the whole credential. It is the right answer for a genuinely external reader who cannot authenticate, and the wrong answer for anything you would not hand to a stranger.

The access mode for the link. Anyone with the link is never the default and warns you when you choose it.

The link stops resolving when the duration runs out, and the row in the share list reads as expired rather than failing quietly.

Defaults to "Proprietary & Confidential. Only share with authorized viewers." Replace it with something specific ("Q3 board meeting, do not redistribute"), or empty it out. The same panel hides the expiration countdown when the timing itself is sensitive.

Paste from a mail client and the Example User <[email protected]> form is reduced to the bare address as the field loses focus, so what you see is what gets stored and mailed. Anything that names no single routable address is refused outright rather than stored raw.

Viewer opens and downloads. Editor can additionally update the asset content. A guest opening through a one-time link is view-only regardless, even when the share grants Editor.

Clear it to share quietly. The share is created either way; only the email is suppressed. Leaving it checked does not force an email either, because the recipient’s own preferences still decide.

Quoted in the email and attributed to you. It travels with that one notification and is stored nowhere, so a quiet share carries no note anywhere. Markup and links are refused rather than escaped and delivered, because a plausible link inside a trusted platform email is a phishing vector however it is encoded.

A link to the item, not to a search box

The message opens on the exact dashboard, report, or collection you shared, not on a portal home page the recipient then has to navigate. For a stakeholder who opens Plexara twice a quarter, that difference decides whether your work gets read on the spot or gets left for later.

Your note, quoted and attributed to you

The Message field is rendered as a quoted block with your name on it, which is what turns a share notification into something the recipient can act on. "Here is the Q3 revenue breakdown you asked about" answers the question a bare link leaves open, which is why you are receiving this at all.

A way out that needs no login

The unsubscribe link in the footer works without signing in, and so does the unsubscribe button your recipient's own mail client offers. Following the footer link opens a confirmation page with a single button rather than opting anyone out on the spot, because corporate mail security opens links in messages before a person ever sees them, and an opt-out nobody asked for is worse than an extra click.

Mail that reaches the inbox

It renders in the mail clients your recipients actually use, threads properly when they reply, and carries the sending details that stop filters treating it as junk. Nobody asks for any of that until a share they sent to an external reviewer turns out to have been sitting in a spam folder for a week.

Immediate, daily digest, or off

Each person picks a delivery mode in Settings. Immediate is the default and sends one email per event. Daily collapses the day into one digest, so a heavy sharing day reaches them as a single message. Off drops their events at the moment they would have been queued.

Per category, not all or nothing

Shares, comments and feedback, and mentions toggle separately. Somebody who has muted thread chatter still hears when a comment addresses them by name, which is the point of keeping mentions in their own category.

Your toggle can suppress, never compel

Clearing Notify by email removes the email. Leaving it checked does not add one, because the recipient decides. If a colleague tells you they never got your share, the first question is their delivery mode, not yours.

Preferences follow the address, not the account

They are keyed to the bare email address, so somebody with no Plexara account still has preferences and can still opt out from the unsubscribe link in any message. If they later change their mind, the share landing page offers a Resume notification emails action, so getting back in does not mean asking you to fix it.

Opting out stops notifications, not transactional mail

A one-time view link is something the recipient asked for by pressing a button, so it is sent directly rather than queued: never deferred into tomorrow’s digest, and never suppressed by an opt-out. Somebody who muted Plexara entirely can still read what you shared with them.

Nobody is notified of their own action

You never get mail about your own share or your own comment. The rule is applied where every trigger passes through rather than per feature, and addresses are compared in normalized form, so an owner recorded as "Display Name <addr>" is still recognized as the person who did it.

Every share you created is listed with its recipient or access mode, the permission, and its expiration or the fact that it has none. Link rows carry a view count, which is the closest thing to a read receipt the platform offers and is usually what you actually wanted to know. Revoke is on the row.

The subject, category, and delivery status of every notification addressed to you, newest first, sitting directly beneath the preferences that govern them: what should I be told, and what was I told. It is recent activity rather than an archive, and the panel states its own window. Anything that never went out reads "Not delivered".

A comment reaches the people who can already open the item

When somebody opens a thread on your dashboard or replies to one, the notification goes to the item’s owner, the thread’s author, and the people it is shared with. Sharing an asset is therefore also a decision about who gets pulled into the conversation on it.

An @-mention moves you to a different category, not an extra email

Type @ in a comment and the composer suggests the people who can already open the item. Anyone the comment names is notified as a mention instead of as general thread activity, so one comment never sends the same person two emails, and somebody who muted thread chatter still hears their own name.

On a widely shared item, the people named by hand get through

Mentions are queued ahead of the general fan-out, and how much mail one author can generate is bounded. On an asset shared with a large group, that ordering is what keeps a comment addressed to two specific people from being buried behind everyone else’s copy.

You cannot mention somebody into access

A mention sends the item’s title and an excerpt of the comment, so it may only go to somebody who could open the item anyway. Type an address by hand for somebody without access and the composer says so while you are writing; the mention posts as ordinary text and delivers nothing. Share the item with them first, then mention them.

Name the person when you know the person

A share addressed to a colleague is worth nothing forwarded, tells you in the share list exactly who has access, and puts your note in front of them. Reach for a link when the audience is a room rather than a person.

Put an expiration on every link you mint

The URL is the credential for a link share, so a duration limits what a copy is worth. Pick one even when you do not expect to need it. Shares addressed to people do not take one, and do not need one: you revoke those instead.

Write the note

A share email with no message is a link and a name. One sentence saying what this is and what you want from them is the difference between a dashboard that gets read and one that gets archived unopened.

Send an external reader a share, not a public link

Naming their address and letting them request a one-time view link keeps the item restricted to them. Anyone with the link is for the case where you genuinely cannot know who is reading.

Check delivery mode before you assume mail is broken

A colleague on daily digest gets your share tomorrow morning, and one who set shares to off gets nothing at all, by their own choice. Both look identical to you: an email you sent that produced no reply.