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Share a board publicly

A public link lets people without an account, such as clients, look at a board. They get a read-only view of the board and its tasks, and they don't need to sign in.

Board admins manage the public link in the Share dialog:

  1. Open the board and choose Share in its header.
  2. Turn on Public link. The link appears under the switch.
  3. Choose Copy to copy it, or Open to see the board the way visitors see it.

To stop sharing, turn Public link off. The link stops working at once. The expiry date, password and What visitors can see are kept; if you turn the link on again later, the board gets a new link with the same settings.

While the link is on, everyone who can open the board sees a Public badge in the board header, and the board shows up under the Public filter on the boards overview. Only board admins see the link itself and its settings.

note

Public links may not be available on every sol2flow Cloud plan. If yours doesn't include them, the Public link switch is turned off and can't be changed, and the Share dialog says so.

What visitors get​

  • The board's name and its lists and cards, with the Board | Calendar | Timeline switch. Calendar and Timeline only show when dates are visible.
  • A page for each task they open, with only the parts the link shows.
  • A View only badge. Nothing about your workspace or organization is shown.

Visitors can't change anything: they can't move cards, create tasks, change dates or comment. If you let them see comments, they can read them but not reply.

Public pages ask search engines not to index them. Still, anyone who has the link can open the board, so share it only with people who should see it.

What visitors can see​

Open Link settings under the link and tick what visitors can see. Each change is saved at once.

OptionNew links
LabelsOn
DatesOn
Checklists (progress and items)On
DescriptionsOn
AssigneesOff
Task membersOff
Comments (read only)Off
AttachmentsOff
Estimates and logged timeOff

Task titles, list names and task keys always show. Archived tasks and lists never show.

People appear by name and photo only, never with their email address or username. Mentions in descriptions and comments show as plain text, like "@Anna". Images inside a description show together with the description, even when Attachments is off.

Set an expiry date​

Under Link settings → Expires on, pick a date, or choose No expiry. The link works until the end of that day in your time zone.

After that, visitors see "This link has expired". 30 days after the expiry date, sol2flow switches the link off automatically. Until then you can pick a later date to make it work again.

  1. Under Link settings → Password, choose Set password.
  2. Enter a password of 6 to 128 characters and save it.

Visitors enter the password once and stay in for 12 hours, whichever language they view the board in. After too many wrong tries they have to wait a few minutes.

Change password or Remove signs out every visitor at once. Nobody can read the password later, not even board admins, so send it to visitors separately from the link.

If the link reached someone who shouldn't have it, choose Regenerate link under Link settings and confirm. The board gets a new link and the old one stops working at once, for everyone who has it. The settings stay the same. Send the new link to the people who should still see the board.

Workspace admins decide whether boards in their workspace can be shared publicly:

  1. Open Settings → Workspace → Access & integrations.
  2. Turn Allow public links off (it's on by default).

While it's off, board admins can't turn on a public link; the Share dialog says "Public links are turned off for this workspace". Existing links pause: visitors see "This board is no longer shared publicly". The links aren't deleted. When you turn Allow public links back on, they work again with their settings. Board admins can still turn an existing link off completely.

What visitors see:

  • This link has expired: the expiry date has passed.
  • This board is no longer shared publicly: public links are switched off for the workspace, or aren't included in the plan. The link comes back when they're allowed again.
  • Link not available: the link was turned off or regenerated, or the board was archived or deleted.

When the link is on but paused, the Share dialog tells board admins that it doesn't work right now.

Turning the link on or off, regenerating it and changing its settings show up in the board's activity and in the workspace's audit log. The password itself is never recorded, only whether one is set.