Guest Users

Guest Access – Overview

Guest Access allows organizations on Enterprise plans to securely share specific views (e.g. Sheet, Kanban, Gallery, Forms) with people outside their workspace. What is Guest Access? Guest Access lets you publish selected views and invite external users without requiring them to have a full account in DataLexing. Unlike other types of sharing (public or password-protected), Guest Access requires users to log in with their email and a one-time code. When a view is shared by email, each guest becomes visible in the Admin Panel as a distinct user. This enables fine-grained permission control and audit tracking. Why use Guest Access? - Enable external collaborators (partners, clients, students, citizens) to interact with specific data. - Reduce license costs by avoiding full accounts for occasional users. - Maintain security by knowing exactly which guests joined and what they did. - Provide flexible control: read-only, editable under conditions, or limited submissions. - Support workflows in government, education, or enterprise scenarios (e.g. form submissions, limited editing rights, feedback collection, updating applications). How does it work? - Access methods: - Email authentication – guests log in using their email and receive a one-time verification code. - Admins may allow all emails, restrict to specific addresses, or restrict to a domain. - Permissions: - Guests can be restricted to only relevant rows (based on Created By, Email or Collaborator columns). - Editing can be allowed, fully blocked, or conditional (e.g. for those with status = “waiting”). - Record creation can be limited to a number per user, with automatic reset cycles (weekly, monthly, quarterly, yearly). - Administration: - Admins manage Guest Access in the Publish tab of a view. - In Enterprise workspaces, a Guests tab appears in the Admin Panel with a list of all guest accounts and their assigned views. - Activities are tracked in the Audit Log. - User experience: - Guests open the shared link, enter their email, and confirm with a one-time code (no full login screen). - They see the shared view plus a simplified sidebar with navigation between shared views, workspace switcher, Help Center, and logout. - When allowed, they can add or edit records via Add row. Notes - Guest Access is available only for Enterprise plans. - Mobile access is supported but now may still have limited coverage due to ongoing development.

Guest Access – Permissions & Options Reference

This article explains all available Guest Access permission options and how they affect what guests can see and do in shared views. Use this reference when enabling or adjusting Guest Access (Email-based sharing, Enterprise only). Authenticate Users This setting defines how users authenticate before accessing a published view. - No authentication – Public sharing. Anyone with the link can view the data (not part of Guest Access). - Password – Password-protected sharing. Users log in with a shared password (not part of Guest Access). - Email – Enables Guest Access. Guests log in with their email address and a one-time verification code (OTP). Authenticate Users panel Allow Specific Emails Can restrict guest access to selected email addresses or entire domains. - Leave empty - any email can be used (default). - Add individual email addresses. - Add a domain (e.g. company.com) to allow anyone from that domain. - Apply them by pressing Enter/Space and clicking Add. Example: Use any emails for citizens in government services, specific emails for contractors, or allow a whole domain (e.g. university.edu) for students. Allow Specific Emails input Show Only Relevant Rows Controls which rows guests can see. - Enabled – guests see only rows linked to them, based on: - Created By column (always available). - Email column (if present in the table). - Collaborator column (if present in the table). - Disabled – guests see all rows. Example: Applicants see only their own submissions, while teachers (Collaborators) can see rows assigned to them. Show Only Relevant Rows toggle Allow to Edit Records Defines whether guests can edit records. - Always – guests can edit all rows. - Not allowed – guests can only view. - Editable if condition is met – guests can edit rows only when a condition applies. Conditions are set like filters (e.g. column status = “Waiting”). Example: Allow editing until a status changes to “Processed”. Edit Records options + Set condition window Records per User Defines how many records a guest can create. - Unlimited – no restriction. - Limit records to [a number] – set a maximum number and a refresh cycle. - Refresh record count once per – choose how often the counter resets: weekly, monthly, quarterly, yearly, or never. Example: Limit each student to 3 submissions per semester. Records per User options Notes - Guest Access is available only when Email authentication is selected. - In Show Only Relevant Rows, Created By is always active by default and can be extended with Email or Collaborator columns. - All changes apply instantly once applied. Edit conditions depend on column type (text, checkbox, status, etc.). - Record limits reset automatically based on the chosen refresh cycle.

How to Enable & Adjust Guest Access

Enable Guest Access to securely share a specific view (Sheet, Gallery, Kanban, or Form) with external users via Email authentication (OTP). Prerequisites - Make sure you are in the correct workspace and application. - You must have the Admin or Builder role rights for the target view. - Guest Access is available for Enterprise plans only. Steps 1. Open the view you want to share (Sheet, Gallery, Kanban, or Form). 2. In the top-right corner, next to filters, sorting, coloring, and column visibility options, click the Share icon (arrow). Share icon 3. Go to the Publish tab. 4. Click Publish. The view is now available via a public link. To turn this into Guest Access, continue with the next step and select Email under Authenticate Users. Publish tab and button 5. Under Authenticate Users, select Email. Guests will log in with their email and confirm with a one-time code (OTP). Authenticate Users options 6. Under Allow specific emails: - Leave it disabled - any email can access (default). - Enable it (enable the toggle next to the header) - restrict access to specific emails or a domain. - Add addresses or domains by typing them, pressing Enter/Space, and clicking Add Allow Specific Emails input 7. Adjust permissions and limitations as needed (see [Guest Access – Permissions & Options Reference]): - Show only relevant rows. - Allow or block editing (or allow with conditions). - Limit number of records per user, with reset cycle. Permissions Options panel 8. Copy the link and test it in a private/incognito window. The guest should be asked for an email and receive a one-time code. Guest login via email prompt 9. (Optional) To disable the link or generate a new one: - Click the refresh icon next to the link - a new link is generated. - Click Unpublish to disable Guest Access for this view. Link Refresh and Unpublish buttons Notes - Publishing without email authentication (Public/Password) is not Guest Access (see related articles). - To adjust settings later, open the same Share → Publish panel and update them. Changes apply instantly. - To review guests and their activity, see [How to Review Guest Access in the Admin Panel]. Related articles - [Overview – Guest Access] - [How to Review Guest Access in the Admin Panel] - [Guest Access – Permissions & Options Reference]

How to Join and Use Guest Access

This article explains how a guest joins a shared view and how to navigate the interface once inside. Guest Access requires logging in with an email address and a one-time verification code (OTP). Steps to join a view 1. Open the link provided by the workspace admin. 2. Enter your email address and click the "Next" button. ​ Email input screen 3. Check your inbox and copy the one-time verification code sent to you. ​ Email with OTP code 4. Paste or write down the code into the login window and confirm. ​ OTP input 5. You are now logged in as a Guest and can access the shared view. ​ View after login Navigating the guest interface - Sidebar (left): simplified navigation. - Switch between shared views available to you (green arrow). - Switch workspace (if multiple workspaces were shared) (purple arrow). - Access Help Center (red arrow). - Log out (blue arrow). ​ Guest sidebar - Shared view area (center): the main content (Sheet, Kanban, Gallery, or Form) you have been given access to. - Actions inside the view: - You can extend any row to check the information inside (red arrow). - If allowed, you will see Add row to create new records (blue arrow). Add row & extend buttons - If editing is enabled, you can update existing rows. Editable fields - If restrictions apply, you may see only your own rows. Notes - Your access is defined by the workspace admin (what you can view, edit, or create). - If you don’t receive the one-time code, check your spam folder or request a new one. - If you lose access, contact the workspace admin – they control guest permissions. Related articles - [Overview – Guest Access] - [Kanban View] - [Sheet View] - [Gallery View]

How to Review Guest Access & Activity

The Admin Panel allows workspace administrators to review all guest users, check which views they have access to, and monitor their activity through the Audit Log. Prerequisites - You must have the Admin role. - At least one view must be published with Guest Access enabled.. Steps 1. Open the workspace list from the sidebar. 2. Click Admin to open the Admin Panel. Workspace sidebar with Admin button 3. Go to the Guests tab. Here you can: - See a list of all guest users. - Check which views they have access to (views appear once a guest opens them). - Deactivate or remove guest accounts if needed. Guests tab list 4. To review guest activity, open the Audit Log tab in the Admin Panel. - Displays actions performed by guests in shared views. - Useful for security checks and compliance monitoring. Audit Log tab list 5. To see all published views (Public, Password, Guest Access), go to the Published Views tab. - Shows all shared views and their sharing method (Guest Access appears as Email protected). - From here you can open a view directly with Go to view. Published Views tab list Notes - A view appears in the guest row only after the guest has opened it. - Removing a guest immediately blocks their access to all shared views. - The Audit Log provides detailed records of guest activity for traceability. - The Published Views tab shows all types of shared views, not only Guest Access. Related articles - [Overview – Guest Access] - [How to Enable & Adjust Guest Access] - [Guest Access – Permissions & Options Reference]