# Share the intended version with the intended people An artifact version, audience and access policy. Updated October 27, 2026 ## A share link for one version, in short A share link gives a named outside reviewer access to one exact version of a draft, for example version 3 of a lesson, and to nothing else in the workspace. Training coordinators use it when a consultant who is not a workspace member must comment before material reaches staff. Elvina proposes a link scoped to that version with view and comment access, an expiration date and a note of who created it; you restrict it and revoke it after the review. Lesson drafts, approval and the Web workspace are available now. Sending the link stays with you. ## What happens on the free demo - Book 30 minutes. Pick a time with Elvina's team. The demo is free and runs on Zoom. - Show the team your goal. Bring one role or one procedure. The team shows how Elvina would handle it, using sample materials. - Agree on the next step. You leave with a plan for the first step and its price. Nothing reaches your team until you approve it. ## Who this is for, and when A training coordinator at an insurance brokerage needs an outside compliance consultant to review a draft on new flood coverage rules before it goes to agents. There are three versions of the draft, the consultant is not a workspace member, and the link must stop working after the review week. She wants to be sure the consultant sees version 3 and nothing else. ## How it works in Elvina A proposed review link points to the draft that the reviewer is meant to inspect. - The coordinator selects version 3 of the draft in the Web workspace and chooses Share for review. - Elvina proposes a link scoped to that version only, with view and comment access, an expiration date and a note of who created it. - She sets expiration to seven days, restricts access to the consultant's email, and confirms. - After the review, she revokes the link and confirms in the access log that no other version was reached through it. ## A worked example A fictional brokerage, Bayside Risk Partners, is preparing a lesson called Flood-Coverage-Update. Versions 1 and 2 contain internal notes about pricing that must not leave the firm. Version 3 is clean. The reviewer is an external consultant with no workspace account. - The consultant opened version 3, left eleven comments, and could not navigate to earlier versions or other folders. - The link expired on day seven, and the coordinator revoked it a day early once comments were in. - The access log listed one viewer, matching the intended recipient. ## What to check before relying on it Verify expiration, revocation and access in the actual environment. Possession of a link must not silently grant access to private content. - The link points at the exact version the reviewer should see, not the latest working copy. - Expiration and revocation behave as expected in your actual environment, tested before the real review. - The access log shows only the intended viewers. - Private content in other versions or folders is unreachable from the link. ## Where a person stays in charge A proposed link is a proposal until access settings are verified where your workspace actually runs. Elvina does not send the link or vouch for who forwards it; possession of a URL is not permission, and access restrictions do the real work. Sharing with external reviewers of regulated material may need your compliance team's sign-off first. ## Who this is not for, and when another tool fits ### This is not the right fit if - You want a public link that anyone can open and forward. - Regulated material needs your compliance team’s sign-off and you do not have it yet. - You want Elvina to send the link and follow up with the reviewer for you. ### Another kind of tool may fit better - Your current authoring tool, if one designer already builds every course by hand and the team is happy with it. - A shared drive, when people only need to find a file rather than learn a task. ## Questions **Q:** Can a reviewer edit the draft through the link? Only if you grant edit access. The default for external review is view and comment, which keeps the draft under the coordinator's control. **Q:** What if the draft changes after I share it? The link stays on the version you shared. To show the reviewer a newer version, create a new link for it. **Q:** Can I see who opened the link? Yes, the access log lists who reached the shared version. Check it after the review, as in the worked example where it showed a single viewer who matched the intended recipient, and revoke the link once the comments are in. ## Two things you can check on this site - See a sample on the demo. [Book a demo with my team](https://calendly.com/o-dutchak-smartexpert/30min?utm_source=elvina-site&utm_medium=proof) - Every lesson, plan and quiz stays a draft until you approve it. [Check the approval step in the chat](/capabilities/share-link#talk-to-elvina) Checked October 27, 2026.