This article is about how to share a ship profile with someone outside of your company. For sharing a profile with a review request, refer to Review process.
Who can share?
In order to share a ship profile that belongs to your company, you need to have the rights to share a ship profile. Otherwise the Share option will be disabled and greyed out.
If you receive a ship share, you are allowed to re-share that within your company. This is independent of your rights to share ship profiles that belong to your company.
How to share
By sharing a ship profile with someone, you are giving that user access to the ship profile on Ankeri, either as read-only or with edit rights. Included in edit rights is the ability to upload files. In order to share a ship profile with edit rights, the user sharing the ship profile must be allowed to edit the ship profile in question.
To initiate a ship profile share, click on the Share icon on the ship profile you want to share. You will then need to fill out the share form as shown on the screenshot below.
The ship profile will be shared with a user based on its email that must therefore be given. An email will be sent to the email address entered, with information about the sharing of the ship profile. If the person behind the email address is not already a registered user on Ankeri, she will be invited to create an account.
An optional message that will be included in the email sent can be supplied as a part of the profile share. That may for example contain some information about why the ship profile is being shared with that person.
By default, the ship profile is shared as read-only (Allow view only), but in case the user getting access to the share, needs to have edit rights, that sharing option can be changed to Allow edit.
Unless some expiry date is given, the share will not expire. An expiry date can either be set when the ship profile is being shared or at later stages.
Users that share a ship profile will receive automated email reminder when some of the ship profiles they have shared will expire within the next three days.
Information about shared ship profiles
Once you've shared a ship profile, a label stating Shared by you is added to the ship profile picture and information about the share is provided in the Share tab as shown below.
The Share tab provides information about the user that have shared access to this ship profile along with information about when it was shared and when the share will expire. As a part of the Share tab, you will also have the option to change the settings of your shares.
- Edit - gives you the option to configure access rights of the share to each of the fields in a specification. Fields can be made read-only, editable or hidden. Expiry date can also be configured.
- Extend 30 days - extends the expiry date of the share to 30 days from now. Expiry date is added if the share does not have any.
- Delete - will set the expiry date to now and therefore expire the share. To keep the share history of each ship profile, deleted/expired shares are shown greyed-out in the share list.
Note that a share that has expired can not be 'opened' again. Instead of 'extending' a share that has expired, the user must create a new one.
In a similar way, the user given an access to a shared profile will see the share as shown below. A label states that the ship profile is Share with you and Share tab gives basic information about the sharing of the ship profile, without providing access to the configuration options.
Note that users given an access to a share via free account are not able to view the information given in the Share tab.
In the case when you receive a ship profile share for a ship you already have in your Ankeri, a dropdown appears below the ship name where you can switch between your version of the profile and the one being shared with you.
For information on how to move data from your version of the ship profile to the version being shared with you, refer to Updating/editing a ship profile.
Forward a share
As an owner of a ship profile, you and everyone with share rights will be able to share your ship profiles with all corporate email addresses. Note that open email services such as Gmail, Yahoo, etc. domains are not allowed (exclusion list contains roughly 11,000 domain names).
If a ship profile is shared with you, you are still allowed to share it with other users - as long as they are your co-workers, i.e. have the same domain name (after the @ signal) in their email addresses. The access rights (edit rights and expiry date) of a forwarded share depend on the access rights given to the person sharing the ship profile.