Create, send, change and delete the link that opens a task without an account
The share link gives an outside assignee access to one task. The assignee opens the task in a browser without an account.
Requirements: the Hand Out Tasks permission, and an outside assignee on the task. The Sharing panel does not appear without the permission.
Assigning an outside assignee creates the link at once. See Assign a task.
If the task has an outside assignee but no active link, the Sharing panel shows Create link. Select it. The message Share link created appears.
The Sharing panel shows Not created for a task without an outside assignee. A link cannot be created for such a task.
Send on WhatsApp opens a prepared message. The message addresses the phone number of the assignee when the task has one. Send on Telegram opens the Telegram share dialog. The message names the dealership and contains the link.
Select Open Task in the Sharing panel. The page opens in a new tab.
The page has five tabs.
| Tab | Content |
|---|---|
| Details | The location, the map link, the contact, the instructions and the due date of the task. |
| Checklist | Each checklist line with answer buttons and a note field. A progress count is shown. |
| Media | Photos and videos of the task. The assignee may add more. |
| Messages | The comments marked Visible to the assignee. The assignee may write messages. |
| Finish | A result, a short summary and the button Mark Done. |
A message written by the assignee appears in the Comments tab of the task with the label Public. A message of the dealership reaches the assignee only when it is marked Visible to the assignee.
Mark Done sets the status of the task to Done with the chosen result and summary. The Finish tab then disappears from the page of the assignee. The history of the task records the name of the assignee as the author.
The notification Task completed goes to the team member who created the task and to the owner and manager roles. An answer to a checklist line or a message from the assignee creates no notification.
Select Link actions, then Change Link. The message Share link rotated appears. The old link stops working and a new link takes its place. This is the step to take when a link has been forwarded to the wrong person.
Select Link actions, then Delete. The message Share link revoked appears. The panel shows Create link again.
A link expires 30 days after it is created or changed. The Sharing panel shows the date in Expires. A page opened after expiry or deletion shows Link not valid. Change Link starts a new 30 days.
Anyone who holds an active link can open the task without an account. Send the link only to the assignee.