When you need to share a report with someone who has no access to Whispli, the first idea is to download the report to then share it by email or messaging tools. However, this does not provide adequate traceability, and open the Organization to risks (breach of confidentiality, reputational risks in case the report is shared by the recipient with other people).
Instead, we recommend you use our 'Invite a Guest' feature.
The Guest user is a user who is temporarily granted access to a single report, as a viewer. This allows people outside of the Whispli platform to access the report and see its details, depending on the permissions you grant them.
When you are on a report, just click on the 'Members' tab and click on 'Add members':
A pop up window is displayed. Just click on 'Invite a Guest':
You can then search among the people who have already been invited in the past or type the name and email of a new guest. Then you can customize a message that will be included in the invitation they will receive by email.
Then you can define an expiration date, and select which part of the report they will be allowed to check. You can also decide if the guest can write messages and upload files in the 'Notes' section of the report. This way, they can provide feedback in a secure way:
Just tick the boxes according to your needs, then click on 'Send Guest Invite'.
The recipient will receive an email with a direct link to access the report:
This link is secured so that it only works on the first device that uses the link. If the recipient then forwards the email to someone else, or if someone hacks their email inbox, the link will not work for them and keep the report secure.
In the Case Management, you can check in the Members section if the guest has clicked on the link to access the report. As long as they haven't used the link, the guest remains in grey, with the status 'Pending'.
As soon as they click on the link and access the report, their access is changed to Active. You can edit the permissions, resend an invitation or revoke the access at any time by clicking on the three dots:
The guest user only sees the tabs that were shared with them:
In this example, they were not granted access to the workflow section, for example.
How can the Guest communicate with the other members of the report?