{"id":20481,"date":"2022-03-25T13:46:00","date_gmt":"2022-03-25T12:46:00","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-portal\/administrators-guide\/automatic-sharing\/"},"modified":"2026-05-13T10:47:53","modified_gmt":"2026-05-13T08:47:53","slug":"automatic-sharing","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/automatic-sharing\/","title":{"rendered":"Automatic sharing"},"content":{"rendered":"\n<p>The auto-share feature allows you to trigger the sharing of a document automatically based on metadata values.<\/p>\n\n<p>To set up automatic sharing, click on &#8220;<strong>Administration<\/strong>&#8220;, &#8220;<strong>Sharing<\/strong>&#8220;, then on the &#8220;<strong>Automatic sharing<\/strong>&#8221; tab.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356289-translated.jpg\" alt=\"\"\/><\/figure>\n\n<p>Then add a new trigger for automatic sharing by clicking on the &#8220;<strong>New Autoshare&#8221;<\/strong> button<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/281542710-translated.png\" alt=\"\"\/><\/figure>\n\n<h4 class=\"wp-block-heading\" id=\"Partageautomatique-Conditions\">Conditions<\/h4>\n\n<p>Select the criterion that will trigger automatic sharing. In the screen above, documents filed with the &#8220;Invoices&#8221; rule will be shared automatically if the vendor name is CARAT.<\/p>\n\n<p>Tests can be performed on multiple metadata values. In this case, <strong>all conditions must be true<\/strong> to trigger the share.<\/p>\n\n<p>If the classified document is subject to a server stamp applied by the solution, the document will be shared twice:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>the first time when the original document is added<\/li>\n\n\n\n<li>a second time when the new version containing the electronic stamp is added<\/li>\n<\/ul>\n\n<p>It is possible to specify that only the version containing the stamp should be shared.<\/p>\n\n<p><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/warning.png\" alt=\"(warning)\"\/>  Only the Universign electronic seal is functional with this option. This option does not work with the RGS stamp*.<\/p>\n\n<h4 class=\"wp-block-heading\" id=\"Partageautomatique-Informationsdepartage\">Sharing Information<\/h4>\n\n<ul class=\"wp-block-list\">\n<li><strong>Email metadata: <\/strong> Select the metadata that will contain the emails to which the share will be addressed.<br\/><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\"\/> It is possible to provide multiple emails in this field separated by commas &#8220;,&#8221;<br\/><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\"\/> The &#8220;Email&#8221; metadata of a form can be used in addition to the classic &#8220;Text&#8221; and &#8220;List&#8221; metadata<\/li>\n\n\n\n<li> <strong> Metadata language<\/strong> (You can choose the language of the email)<br\/><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\"\/> The language will be determined by the content of the selected metadata.<br\/>The expected format in the metadata is the ISO format on 2 letters: <a href=\"https:\/\/fr.wikipedia.org\/wiki\/Liste_des_codes_ISO_639-1\">https:\/\/fr.wikipedia.org\/wiki\/Liste_des_codes_ISO_639-1<\/a><\/li>\n\n\n\n<li><strong>Duration of the sharing<\/strong><\/li>\n\n\n\n<li><strong>Email Template Used<\/strong><\/li>\n<\/ul>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><strong>Language selection by metadata<\/strong><\/p>\n<cite>Le fonctionnement est le suivant, la valeur pr\u00e9sente dans la m\u00e9tadonn\u00e9e langue est utilis\u00e9e si l&#8217;adresse utilis\u00e9e dans le partage automatique est associ\u00e9e \u00e0 une personne ext\u00e9rieure \u00e0 Open Bee\u2122 Portal. Si l&#8217;email de partage est envoy\u00e9 \u00e0 un utilisateur existant dans Open Bee\u2122 Portal alors la valeur de la m\u00e9tadonn\u00e9e est ignor\u00e9e, c&#8217;est le param\u00e9trage<em>&nbsp;&#8220;langue des emails re\u00e7us&#8221;<\/em>&nbsp;renseign\u00e9 dans le profil utilisateur qui est pris en compte.<\/cite><\/blockquote>\n\n<p>You can also apply other options such as:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Password-protect access to the document<\/li>\n\n\n\n<li>Attach the file to the email<\/li>\n\n\n\n<li>Allow download (You can allow a document to be downloaded after automatic sharing<strong>)<\/strong><\/li>\n\n\n\n<li>Provide access to the linked document(s) <em>(available only if the share is not for an unlimited time)<\/em><\/li>\n<\/ul>\n\n<p>To finish creating the automatic share, click<strong> Save<\/strong><\/p>\n\n<p>The other settings are the same as those requested<a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/sharing\/\"> during manual sharing<\/a>.<\/p>\n\n<p>Once validated, automatic sharing is available and can be modified at any time in the list on the same screen:<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356291-translated.jpg\" alt=\"\"\/><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>The auto-share feature allows you to trigger the sharing of a document automatically based on metadata values. To set up automatic sharing, click on &#8220;Administration&#8220;, &#8220;Sharing&#8220;, then on the &#8220;Automatic sharing&#8221; tab. Then add a new trigger for automatic sharing by clicking on the &#8220;New Autoshare&#8221; button Conditions Select the criterion that will trigger automatic [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":20157,"menu_order":27,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-20481","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20481","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=20481"}],"version-history":[{"count":5,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20481\/revisions"}],"predecessor-version":[{"id":38752,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20481\/revisions\/38752"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20157"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20481"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}