How to Share a Case Using Secure View-Only Links

Introduction

This guide explains how to securely share a Sky case with external users using view-only links. Shareable links allow you to grant controlled, time-bound access to a case and its documents without exporting files or creating full user accounts.

The feature is designed for compliance-sensitive workflows where documents must be reviewed by external parties (clients, experts, auditors, partners) while maintaining strict access controls and auditability.

Who This Guide Is For: This guide is intended for:

Organization administrators
Case managers and legal staff
Insurance and claims professionals
Anyone responsible for securely sharing case materials with external users

What You’ll Learn:

How shareable case links work in Sky
How guest access is authenticated and restricted
Step-by-step instructions for creating and managing secure links
What external users can and cannot do
Best practices for safe and compliant sharing

Overview: How Shareable Links Work in Sky

Shareable links provide read-only access to a specific case version through a secure guest flow. Key principles of the feature:

No full Sky account is required for the guest
Access is limited to a specific case and version
Authentication is performed using a one-time password (OTP) sent by email
Guests cannot edit, upload, delete, or navigate beyond the shared scope
All access is logged for audit and compliance purposes

This approach allows teams to collaborate externally without duplicating data or losing control over sensitive documents.

Step 1: Open the Case

From the Cases list, locate the case you want to share and open it.

This ensures you are working with the correct case and version before granting access.

Step 2: Launch Sky

Click Launch Sky to open the document list (doclist) for the selected case.

This is where all documents, categories, and AI-generated outputs for the case are available.

Click the Share button in the case interface.

This opens the Share Current Version modal, which is used to manage guest access for the active case version.

Step 4: Generate a Secure Link

In the share modal:

Enter the guest’s email address
Click Generate Secure Link

Sky will immediately create a secure, scoped link tied to the entered email address and the current case version.

Step 5: Email Delivery and Access Credentials

After the link is generated, the guest receives an email containing:

A link to the shared case
A one-time password (OTP) for authentication

The same modal allows you to:
- Copy the shareable link
- Revoke access to the current case version if needed

The link can be shared manually as well, but access will always require email-based verification.

Guest Access Flow (What the Recipient Experiences)

Step 1: Open the Shareable Link

The guest clicks the link received by email.

They are taken to a secure verification screen and cannot access any case content yet.

Step 2: One-Time Password Verification

The guest enters the 6-digit OTP sent to their email address.

This step verifies identity without requiring account creation or password management.

Step 3: View-Only Case Access

After successful verification, the guest gains read-only access to the shared case.

They can:

Browse the document list
Open and view documents
Read AI-generated summaries and reports

They cannot:

Upload, edit, or delete documents
Change categories or metadata
Access other cases or organization settings
Navigate beyond the shared case scope

The interface clearly indicates that the user is in View-Only mode.

Security and Compliance Model

Shareable links are designed to meet strict compliance requirements.

Key safeguards include:

Email-verified guest identity
One-time password authentication
Scope limited to a single case and version
Read-only permissions enforced at UI and API levels
Full audit logging of guest access

This makes the feature suitable for workflows that require HIPAA, SOC 2, or similar compliance standards, depending on organizational configuration.

Managing and Revoking Access

Access can be controlled at any time by the internal user:

Revoke the link to immediately block guest access
Generate a new link if access needs to be re-granted
Share access only to the current case version, avoiding unintended exposure of future changes

This ensures external access remains intentional and controlled.

Centralized Guest Access Management

In addition to managing access at the individual case level, Sky provides a centralized way to review and control all guest access across the organization.

Guests Tab in Team Settings

Navigate to Settings → Team → Guests.

This section displays a list of all users with the Guest role. These are external users who have been granted access to one or more cases via shareable links.

For each guest, you can see:

The email address used to grant access
The assigned role (Guest)
Available actions for managing or revoking access

This view allows administrators to quickly understand which external users currently have access to shared cases.

Managing Access for a Specific Guest

Each guest entry provides two management actions:

Edit access (pencil icon)

Opens a modal showing all cases that have been shared with this specific guest. From this modal, you can:

Review which cases are accessible to the guest
Verify that access aligns with current collaboration needs
Audit external access without opening individual cases

Revoke all access (trash icon)

Immediately removes the guest’s access to all shared cases at once. This is useful when:

External collaboration has ended
A reviewer, contractor, or partner no longer requires access
Access was granted in error

Revoking access takes effect immediately and does not require updating individual cases.

Why Centralized Guest Management Matters

Centralized guest management helps organizations:

Maintain visibility into all external access from a single location
Quickly revoke access without navigating multiple cases
Reduce the risk of stale or forgotten shared links
Support security reviews and compliance audits

By combining per-case sharing controls with organization-level guest management, Sky ensures that external access remains intentional, auditable, and easy to govern over time.

Best Practices

Share only the minimum required case version
Revoke access once external review is complete
Use shareable links instead of exporting PDFs when possible
Treat shareable links as sensitive credentials
Periodically review active shares for stale access

Common Use Cases

Sharing case materials with external legal counsel
Providing documents to medical or technical experts
Allowing auditors or reviewers to inspect case files
Client-facing document review without granting full system access

Summary

Shareable case links in Sky provide a secure, auditable way to collaborate with external users while maintaining strict control over sensitive data.

By combining email-based verification, one-time passwords, and view-only permissions, Sky enables efficient external review without compromising security or compliance.