Share content with links
A share link gives anyone with the URL read-only access to one asset or saved visualization. The visitor does not need a Boldo account.
The URL is the access credential. Share it only with the intended audience.
Share links must be included in the plan, enabled for the organization, and allowed for your user account. An administrator or owner configures these controls in Share link administration.
Supported content
You can create a share link for these resources:
| Resource | Public display |
|---|---|
| Asset | Properties and relationships, plus a flow tab for a flow-enabled asset |
| View | Read-only table with the saved filters, sort, and grouping |
| Diagram | Read-only diagram canvas |
| Chart | Saved chart and its current data |
| Nested map | Saved nested map and its current data |
Dashboards, folders, and unsaved inventory configurations cannot be shared through this feature. Share a process flow from its asset page.
A share link does not create a frozen export. It reads the current resource and current data each time the visitor opens it.
The link's roles still limit which assets, properties, relationships, and flow content can appear.
Create a link
You must be able to view the resource before you can share it.
From an asset
- Open the asset's 360 page
- Click the Share link icon in the header
- Configure the link
- Click Create link
- Copy the generated URL
Archived assets cannot be shared.
If an active asset is archived later, its existing link stops displaying the asset. Restoring the asset can make the link work again if its other access checks still pass.
From a visualization
- Open the saved view, diagram, chart, or nested map
- Open its Actions menu
- Select Share
- Configure the link
- Click Create link
- Copy the generated URL
You can also start from the resource's context menu in the catalog.
Link settings
Each link has its own settings. You can therefore create several links for the same resource with different audiences.
| Setting | Effect |
|---|---|
| Name | Internal label up to 100 characters; visitors see the resource name instead |
| Roles | Rights applied when Boldo renders the shared content |
| Expiration | No expiration, 24 hours, 7 days, 30 days, or 90 days |
| Default view | Creation-only option encoded in the asset link URL |
| Default theme | Automatic, light, or dark |
Roles
The visitor always acts as a Viewer. A share link never grants edit, create, delete, or administration access.
By default, Boldo selects your current business roles. The selected role set is stored on the link.
This has two consequences:
- changing your own role assignments later does not change the link's selected roles
- changing the rights configured inside a selected role can change what the link displays
If you are neither an administrator nor an owner, you can only delegate roles you hold yourself. Administrators and owners can select any business role.
A link without a selected business role uses the organization's No role rights. Review this system row before distributing such a link.
Read Share link administration for the full permission model.
Asset default view
A standard asset link can open on:
- Properties
- Relationships
A flow-enabled asset also offers Flow. The flow loads only when the plan includes process flows and the selected roles grant read-flow access.
Visitors can switch between the displayed tabs after opening the link. Related assets are shown as read-only labels. Asset links do not expose comments, activity logs, rights, or the list of diagrams.
The selected opening tab is encoded in the URL generated during creation. It is not stored as a link setting. Keep that exact URL when the opening tab matters.
If you copy an existing link again, Boldo keeps its stored theme but omits the asset-tab parameter. The asset then opens on Flow when flow-enabled, or Properties otherwise.
Theme
Choose Automatic to follow the visitor's current or system theme. You can also force a light or dark opening theme.
Visitors can switch the theme from the shared page. Their switch applies to the current visit and does not change the link configuration.
The theme is encoded in the copied URL. If you edit a link's default theme, previously pasted URLs keep their old behavior. Copy and replace the URL to apply the new default.
Visitor experience
The shared page contains the Boldo logo, the resource name, the organization name, and the read-only content.
No sign-in is required. An active Boldo session does not give the visitor additional rights on that page.
The resource name links back to the corresponding Boldo page. A person without normal organization access must sign in and obtain access before opening that internal page.
The URL only serves the resource for which it was created. It cannot be reused to request another chart, view, diagram, map, or asset.
Manage your links
The share dialog lists the links you can manage for the current resource. It shows their name, creation date, expiration, and last recorded use.
From this dialog, you can:
- copy a link
- create another link with different settings
- delete a link
For members allowed to create links, an active-link badge appears beside a shared resource. It counts unexpired links visible to that member and provides a quick copy action.
For a non-administrator, the count includes only their own links. Administrators and owners see all links for the resource.
Editors, administrators, and owners can also open Organization → Share links. Editors see their own links. Administrators and owners see every link in the organization.
The central table shows the resource, type, Active, Expires on, or Expired status, last recorded use, creation date, and current owner when applicable. The interface labels the owner column Creator.
Edit a link
You can change:
- its internal name
- its expiration
- its roles, within your delegation rights
- its default theme
Changing these settings keeps the same token and base URL. Theme changes still require copying the updated URL because the theme is a URL parameter.
Delete a link
Deleting a link is immediate and irreversible. Anyone using that URL loses access.
Deleting the link does not delete or modify the shared resource.
When a link stops working
A link no longer opens when:
- it expires or is deleted
- the organization disables share links
- the plan or subscription no longer allows the feature
- the shared resource is archived, deleted, or becomes inaccessible to the link
- the organization itself is disabled
- the link owner leaves the organization or their membership is disabled
- the visitor's IP is outside the organization allowlist and bypass is disabled
Revoking a member's permission to create share links does not stop their existing links. It prevents new links and link edits.
Deleting a supported visualization or permanently deleting an asset also deletes its associated links.
If a page reports an expired link, ask the sender to create a new link or an authorized administrator or owner to update it. An invalid-link page can also indicate a deleted link or an organization-level access restriction.