Overview
The Guest Users App allows administrators to grant time-limited, invite-only access to external users for reviewing content within Online Proofing.
This ensures secure collaboration with third parties while maintaining full control over data visibility and permissions.
Access to other parts of the platform is restricted, providing a focused and controlled review environment.
Prerequisites
To configure the application, the following prerequisites must be met:
Guest User feature flag is enabled in your environment.
You are a System or Site Administrator.
Both Proofing and Version Control are enabled in the relevant module(s).
Review configured in Proofing settings (optional).
Multi-file Proofing configured in Proofing settings (optional).
Accessing the Guest Users App
Navigate to Sidebar → Configuration → Apps Library.
Locate Guest Users in the list of available apps.
Click Configure to open the Guest Users App settings.
The Apps Library serves as the central portal for managing Encodify Apps, including Hours, Events, Creative Automation Studio, Sizes, and Guest Users.
General Settings
The General section defines the main operational settings for the Guest Users App.
Setting | Description |
|---|---|
Access Right Label | Defines the name of the “Guest User” access right automatically created when the app is first enabled. Any subsequent changes are synchronized automatically. Important: The Access Right Label is generated at runtime. If Guest User already exists, the system assigns the next available name — Guest User (1), Guest User (2), etc. |
Active/Inactive Toggle | Enables or disables the Guest Users App and all associated functionality. When disabled, all related permissions are suspended. |
User Groups | To allow guest users to mention others and be mentioned, they must be assigned to User Groups. If User Groups are configured, they are automatically assigned when a guest user is created. These assignments can be updated later in User Management. Guest users can only mention internal users within the same group. |
Modules | Allows enabling or disabling the guest user functionality for individual modules. Only modules that are active and have both Version Control and Proofing enabled are listed. |
Review Module | If Review is enabled, guest users can be invited to review content. The Review toggle is only available for modules where Review is configured in Module Proofing and Comments |
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Module-Level Configuration
For each module where Guest Users are enabled, a dedicated configuration section is available.
Administrators can define what Access Rights are allowed to invite guest users to Proofing and request reviews, as well as how sharing is performed.
Sharing Options
Proofing via Email
Allows inviting guest users via email in single or multi-file proofing
Proofing via Link
Allows inviting guest users via a shareable link in single or multi-file proofing
Request Review (when enabled in General)
Allows inviting guest users to review content. This option depends on Review being enabled in Proofing settings.
When enabled, the Share modal will display the Request to Review toggle. Activating this option during sharing grants guest users review access to the shared proofing items.
For more details, see the article on how to invite guest users to review content.
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