---
title: "Inviting guest users to review content"
slug: "inviting-guest-users-to-review-content"
updated: 2025-07-11T09:20:22Z
published: 2025-07-28T06:00:00Z
canonical: "documentation.encodify.com/inviting-guest-users-to-review-content"
---

> ## 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.

# Inviting guest users to review content

## Inviting a Guest User

---

The ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-20 at 12.56.26.png)**Share** button will be available to any access right with the **‘Share to Proof’** permission (see [Configuring Guest User Access](/v1/docs/configuring-guest-user-access) for more details) from the following locations:

- In the **workspace widget**, by expanding the action menu for an individual item
- In the **module search** view, by expanding the action menu for an individual item.
- In the **form view**, within the actions toolbar.
- Within **Online Proofing**.
- Within **Multiple File Proofing** in comparison mode.

After clicking the ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-20 at 12.56.26.png)**Share** button, you can enter multiple email addresses (separated by commas), set an access expiration date, and include a custom message in the share email notification. Clicking **Share** will send an individual email notification to each email address, containing a unique share link.

![Job sharing interface displaying email input and access expiration details for collaboration.](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Share(1).png)

Known limitations:

- Users can share a proof that expires today, provided the expiration time is set before the current time.
- A scheduled expiration record will not appear in the Share log until the next run of the cron job, which occurs once per day by default.

## Managing Guest User Access

---

By clicking the![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-20 at 13.24.53.png) **Manage Guest Access** button, you can view both active and inactive share links associated with guest users. Both tabs provide you with the ability to manage these shares, offering full control over access to the content. Lets understand the two tabs:

- In the **Active** tab, you can click **Change Expiration** to edit the expiration date of an existing share, or click **Revoke Access** to immediately remove access.
- In the **Inactive** tab, you can click **Change Expiration** to modify the expiration date of a previously expired share. Entering a date in the future will reactivate the previous share link, though no additional email notification will be sent.

It’s important to note that only one active share link can exist for a unique email address per item. If you need to reshare an item with the same email address, you must do so from the **Inactive** tab as specified above.

![Manage guest access for shared jobs with expiration dates and email addresses listed.](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Manage guest access(1).png)

## Accessing the shared proof

---

When the guest user clicks the link in the share email notification, they will be directed to the login page. They will need to enter the email address associated with the share in order to gain access.

> [!WARNING]
> **Important:** A guest user will have a maximum of 5 attempts to log in successfully. If all attempts are unsuccessful, the guest user associated with that share link will be inactivated.

![Guest user login screen, prompting guest users to enter their email address.](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/guest-user-login-page.png)

Login screen for guest user authentication

Once the guest user has successfully logged in, they will be redirected to online proofing, where they can create and edit comments and annotations on the shared item. All comments added by guest users will be displayed in **lavender**, and they do not have access to any other comment colour.

When they have finished reviewing the file, they can simply **close** the proofing viewer or click the **Back** button to log out.

![Showcasing the guest user proofing experience](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/guest-user-proofing-experience.png)

The proofing experience for guest users after authentication