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Sharing and Links

Links can be used to reference documents from messages, tasks, reports, or external systems.

Access through a link still depends on permissions. A link does not grant access by itself unless a specific sharing mechanism is configured for that scenario.

Internal links are used to point another centraQuest user to a document, list, dashboard, or task.

The receiving user must still have permission to open the target. If the user lacks permission, the link may open an empty page, an error page, or a page without the expected action.

External links or portal links are installation-specific. They may allow controlled access for external users, suppliers, customers, or project participants.

External access should always be limited by purpose, validity, permissions, and audit requirements.

Notifications and reports may contain links to documents or tasks.

If a link from an e-mail does not work:

  • check whether the user is logged in,
  • check whether the link points to the correct environment,
  • check whether the document still exists,
  • check whether the user has permission,
  • check whether the document status changed after the notification was sent.

Sharing Does Not Override Permissions​

Sharing a normal internal link does not grant access. This is intentional: permissions remain controlled by roles, object ACL, client assignment, and workflow logic.

If a user needs access, administrators should grant the correct role or object permission rather than sending a link as a workaround.

Safe Sharing Practices​

  • Share links only with users who need the document.
  • Avoid sending sensitive document links to broad groups.
  • Prefer portal or external-access mechanisms for external recipients.
  • Do not include confidential metadata in e-mail subject lines.
  • Verify that links point to the correct environment before sending them to customers.