Additional information on sharing a freehand with external users

Sharing a freehand with external users is a great way to share non-private documents with people outside your team or organization, but there are a few things to consider before doing so. This article covers common questions and concerns our Support team often hear from highly regulated and security-sensitive companies, and it provides resources to ensure you maintain your company security standards. To learn how to share a freehand with external users for a limited period of time of 48 hours see this article: Sharing a freehand.

Preventing team members from sharing a freehand with external users (Visitors)

You can altogether disable the option to share freehands with people outside your organization by toggling off the setting Let the team make document links open to anyone in your team sharing settings. Note that this setting will affect all documents in your account and team members.

Learn more about this setting and how to access your team sharing settings here: Configuring InVision V7 team sharing settings.

Sharing password-protected freehands

When sharing a freehand with external users, you can add an additional layer of security by creating and sharing a password-protected link. Learn how to create a password -protected link for a freehand here: Password-protecting freehands.

Enterprise accounts also have the option to enforce password-protected links for documents by enabling the setting Require passwords for public share links in the team sharing settings. Note that this setting will affect all documents in your account and team members.

Learn more about this setting and how to access your team sharing settings here: Configuring InVision V7 team sharing settings.

Revoking access for Visitors

Once you or other team members have shared a freehand with external users and these visitors have accessed the freehand, you can prevent any visitors with the link from continuing to view the freehand by changing the document sharing setting to Members of [Your Team] with the link. Changing the sharing to Members of [Your Team] with the link will remove all visitors from the freehand.

Learn more about document link settings here: What settings are available for InVision V7 document links?

When the temporary access to the freehand expires (after 48 hours), visitors will be able to view the freehand using the document link, but they won’t be able to edit it. Note that expired visitors will still be able to add reactions and export the freehand.

Reviewing Visitors activity

You can see the users that joined as visitors in the People page, under the Visitors tab. In that page, you can also check the users status and the expiration date of their access. Currently, it’s not possible to view the freehands these visitors have accessed.

If a visitor is added to the team account, they will be removed from the Visitors tab.

You can also view recent visitors activity using the audit log feature.

InVision accounts with SSO enabled

Note that if you don’t allow users to sign in to your InVision account without SSO, external users will still be able to access the freehand as visitors by using the Join to collaborate option.

You can still disable the option to share freehands with people outside your organization by toggling off the setting Let the team make document links open to anyone in your team sharing settings. See more details here.

To learn more about the Visitor role, check out this article: InVision V7 user roles.