---
title: "Understanding Guest User Permissions and Notifications"
slug: "configuring-the-guest-users-access"
updated: 2026-04-27T09:01:41Z
published: 2026-04-30T10:00:01Z
canonical: "documentation.encodify.com/configuring-the-guest-users-access"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.encodify.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Understanding Guest User Permissions and Notifications

## Access Rights Management

---

When the Guest Users App is first enabled, an automatic **read-only access right** named **Guest User** is created.

This access right:

- **Cannot**be edited or deleted manually.
- It is **automatically synchronised** with app-level configuration changes.
- Provides **Read + Edit + Download + Version Control** access to selected modules where the app is active.

If the Guest Users App is later **deleted**:

- All previous configurations are removed.
- The **Guest User** access right remains in the system, but all permissions within it are revoked.

## Guest Users Notification Rule

---

> [!WARNING]
> **Note:** More details can be found within the article [Notification Rules](/v1/docs/automation-rules#notifications-rules)

After saving the guest user configuration, an **Automation Rule** will be created automatically for the enabled module(s) to notify guest users via email when they are invited as a shared recipient.

![Email template preview inviting a user to review a file](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/guest-user-automation-rule.png)

Email template preview for inviting a guest user

Note: Additional information regarding the configuration of [Notification Rules](/v1/docs/automation-rules#notifications-rules) can be found [here](/v1/docs/automation-rules#notifications-rules).

## Subscribing to Guest Users’ Invitations

---

> [!WARNING]
> **Note:** More details can be found within the article [Notification Rules](/v1/docs/automation-rules#notifications-rules)

In addition to the **Share Proofing Guest** notification rule, it is also possible to configure a **Share Proofing Subscriber** notification rule. This allows specified internal users to be notified when an item is shared with a guest user. Notifications can be received through various channels, including the application, email, Slack, and Microsoft Teams.

![Form fields for creating a new automation rule of type share proofing subscriber](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/share-proofing-subscriber-notification-rule.png)

Automation rule of type share proofing subscriber

## Extending Guest Users’ Permissions

---

Group and status restrictions set for the item are ignored when granting guest users access to the shared item. Unreleased items will also be accessible to guest users. However, the following restrictions are still enforced:

- **Download access** to the Proofing module
- **Download access** to the Proofing Media Holder
- **Promotion settings**

In addition to allowing guest users to add comments and annotations, it is also possible to extend their permissions to include:

- **Changing status**, including adding comments and reasons (see the [Change Status](/v1/docs/change-status) article for more details).
- **Modifying field data and uploading files** during workflow transitions (see the [Field Usage](/v1/docs/field-usage) article for more details).
- [Proofing review](/v1/docs/review) functionality for Guest users (available from version 24).
- Sharing in Multi-file proofing (available from version 24).

## Configuration Considerations for Sharing with Guest Users

---

- If the **group**selection mode for users is set to****[**Assigned by action**](/v1/docs/execute-task#assign-user-group) and actions are configured, the groups assigned through those actions will override the app groups for guest users. To prevent this, it is recommended to use filters to **ensure that group actions intended for internal users are not applied to guest users.**
- If [**restriction by status**](/v1/docs/restricting-access-by-status#what-are-status-settings) is enabled and a status field has a **preselected value**, the user sharing the item must be granted **Create**access by status.