Shared links

A shared link lets someone without an account look at something in your workspace, read-only: a task, a project's tasks, a milestone, a view, a dashboard, a doc, a form, a graph or a published setup. Guests can't make links.

A link never shows more than the person who made it could see, and leaves out tasks marked internal. A graph's link holds shapes and counts only - no names at all - and leaves out Spaces a guest has been added to. Files attached to what's shared show as cards with their name and kind, but can't be opened: files open only for people in the workspace (see Files in a page). Pictures in a shared doc are the exception (below).

In a task's, project's, milestone's or view's description, a mention of something in the app shows as its key or name, not as a link: those links only open for people in the workspace, and would say which workspace it is.

#What a shared doc shows

A doc's link shows the doc the way the app does, read-only: pictures, diagrams, math, tables, checkboxes (ticked or not, but they can't be changed), signature lines and code with its copy button.

Pictures load for anyone with the link, through the link's own address. Only the pictures in the doc open that way, and they stop the moment the link is turned off or its day comes.
Task lists show the tasks they match now, as the person who made the link sees them - minus tasks marked internal. They show only what the list's Display shows, read-only, up to 50 tasks.
Mentions of tasks, docs, projects and people show as chips with their names. Nothing links into the app. Something the link's maker can't see, or an internal task, shows as Not shared.
A doc shown inside it shows its contents only when that doc has a link of its own that anyone can open. Otherwise just its title.
Link previews show as their link: loading a preview would tell the other site who's looking.

Include linked tasks and docs (in the Share dialog, on unless you turn it off) shares the words alone: no task lists, no names looked up, no docs shown inside it.

#Making a link

From an item's access chip (next to its name), choose Share a link… (a milestone has it in its ••• menu and on the Milestones page too). The dialog lists the links the item already has first, so you can copy one or turn it off instead of making another - a link you named shows its name. Then, to make a new one:

Name it - optional. Make several links to one item - one per client, one for a post - and the name tells them apart in Shared links. Only you and your admins see it: the link's page and its email still show what it shares. Left empty, it's called what it shares.
Who can open it - Anyone with the link, or People I send it to: each person gets a link of their own, by email. A link sent to someone is never shown in the app, only in their email.
Include linked tasks and docs - a doc's link only: whether it shows the doc's task lists, mentions and docs shown inside it (see above).
Show as - who the link says it's from: one of the workspace's brands, the workspace itself, or No name (just the content). It starts on what the link would show by itself, with a hint saying where that came from (From project PTB, From Space Clients, Workspace default).
Turns off - after 30 days, 90 days or 1 year, Never, or on a day you pick from the calendar (type one too: fri, +3d, Oct 3). A link turns off at the end of its day. It starts at the workspace's choice (below).

Make link and copy it puts the link on your clipboard.

Graphs have their own Share this graph button in the Graph layout's toolbar.

Each link the item already has shows who it says it's from as a small logo at the end of its row. Click it to change it - the page changes at once, for anyone who opens the link next.

#Brands

A link's page shows who it's from at the top: by default the workspace's name and avatar. Brands let it show something else - a product, a company, or just you - so a client opening a link sees the name they know, not your workspace's.

Admins keep the list in Settings > Workspace > Brands: press + and type a name, then click the logo square to upload a logo (square works best) and add a website if you like. Drag brands to put them in order. Each brand shows where it's used - projects, Spaces, links - and its ••• menu (or right-click it) makes it the workspace default, changes or removes its logo, or deletes it. Deleting a brand moves everything that showed it on to the next brand in line.

Give a brand to a project or a Space from the Brand chip at the top of its page (it shows once the workspace has a brand). Tasks, docs, views and dashboards don't have their own: they follow their project, then their Space.

Which brand a link shows, in order:

The link's own Show as, picked when you share it - always wins.
Its project's brand.
Its Space's brand.
The workspace default brand - or, with none, the workspace's own name and avatar.

The whole page follows it: the top of the page, the browser tab's title, the link's preview when it's pasted into a chat or an email (its title and the brand's logo), and the line at the bottom - which becomes a link to the brand's website when it has one. No name shows only what's shared, and that it was made with Plan Things Better.

Links shared before brands keep looking exactly as they did - the workspace's name and avatar - until you pick a Show as for them.

Forms and docs sent for signature have their own pages, and don't use brands yet.

#Turning links off

A link that's turned off, or whose day has come, stops working at once: anyone opening it sees that it's no longer shared, a live graph that's open says so within about 10 seconds, and a graph embedded somewhere stops showing the next time its page loads. You can turn it back on from the same place - an expired one then gets a new end date, counted from that day.

What someone already saved - a downloaded picture or video, a screenshot - can't be taken back.

#Deleting links

Delete… in a link's ••• menu (or right-click it, or its details) removes it for good: it stops working at once and can't be brought back. To stop it for now, turn it off instead. Answers to a form that came through it are kept.

#Your links: Settings > Account > Shared links

Every link you made, with its name, what it shares, who can open it, when it was made, when it was last opened, how many times, and when it turns off. A link you named shows what it shares next to its name. A link that's on shows its address under it - click the address to copy it. Open what it shares, rename it, turn it off or on, or delete it from its ••• menu (or right-click it). Click a link for its details, where you can rename it, give it a description and change the day it turns off.

#Names and descriptions

A link's name is yours to change: Rename in its ••• menu (or right-click it) types it in place, and so does the name at the top of its details. Enter saves it, Escape keeps the one it had, and an empty name goes back to what it shares.

Its description is a note for you and your admins - who it went to, what it's for - written in its details like any description (markdown, checkboxes, @ mentions). Its first line shows under the link's name. A link's page never shows its name or description.

#Every link: Settings > Workspace > Shared links

For admins: every link anyone in the workspace made, with who made it.

New links turn off after - the choice every new link starts with (1 year unless an admin changes it).
The counts across the top filter by what's shared. Needs a look lists links worth checking: ones nobody has opened in 90 days, ones made by someone who has left, live graphs, and published setups.
The query bar takes by: (who made it - by:me), type: (project, milestone, form, graph…), access: (public or invited), status: (on, off or expired), last-viewed-before: / last-viewed-after:, expires-before: / expires-after:, created-before: / created-after: (when it was made) and name: (its name or what it shares), and suggests as you type. Words on their own find a link by its name, its description, who it was sent to or who made it (Query language).
Tick links to turn many off or on, or delete them, at once. Click a link for its details.

#Publishing the setup

An admin can publish the workspace's setup as a template others can start from: its projects (in their folders) and milestones, empty and undated - never tasks. It's off until an admin turns on Let admins publish this workspace's setup as a template in Settings > Workspace > Shared links.

Publish the setup… (there, or from the share sheet's Also publish my setup as a template) lists every project and milestone. Untick what to leave out, click a name to rename it (Undo puts it back), and give the template a name and a line about it. Also include adds project folders, statuses and label names - label names are off, since labels can name clients or people. A check warns about names that mention someone in the workspace or a Space with guests. Only what's ticked goes public, with the names as you left them, when you press Publish.

A shared graph from the same person offers their published setup as a place to start.

#In Activity

Making a link, renaming it or changing its description, turning it off or on, changing when it turns off or who it shows it's from, deleting it, and a link expiring all show on the Activity page, under kind:link. Brands made, changed and deleted show under kind:brand, and a project's, Space's or the workspace's brand changing shows on its own entries (activity.field:brand).