Help & Documentation

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Sharing a Diagram as a Link

A diagram link lets you send a client or another adviser a PDF of your diagram without attaching a file. You make the link here, add a password if you want one, and send it yourself or email it from the app. The recipient opens the link and downloads the PDF. They don't need an account.

What a Link Is

  • A frozen PDF. The link holds a PDF of the diagram as it is when you create it. Later changes to the diagram don't change the PDF. To share a newer version, create a new link.
  • No expiry. A link keeps working until you revoke it, or until its diagram, group or organisation is deleted.
  • Optional password. You can protect the link with a password, and add a hint to help the recipient remember it. The password is never sent for you.

You can create links from family trees and, in StructureGram, from ownership diagrams.

Create a Link

  1. Open the diagram.
  2. Click the Share options button near the top right of the diagram.
  3. Select Create link. The Create a link dialog opens.
  4. Check the Title. It names the downloaded file. Recipients see it after any password.
  5. Optionally, enter a Link password. It's a password for this link only, not the one you sign in with. Use at least 6 characters.
  6. If you set a password, you can also add a Hint (optional). Anyone with the link can see the hint, so use something the recipient already knows, such as their date of birth. The hint can't contain the password or a web address.
  7. Click Create link.

The app prepares the PDF, uploads it and creates the link. The dialog shows Preparing PDF…, Uploading… and Creating link… while it works.

The PDF uses your saved print settings and the diagram's own Include legend choice. See How to Export a Diagram.

When you can't create a link

  • In a scenario step. Create link is greyed out with the note "Links can't be made from a scenario step. Open the base diagram."
  • While full TFNs are showing (StructureGram ownership diagrams). The dialog says: "Full TFNs are showing on this diagram. Turn off Full TFN on diagram in the diagram's settings to create a link." See Sensitive Data Overview.
  • Without edit access. You need to be able to edit the diagram. Guests can't create or send diagram links.

After You Create It

The dialog changes to Link created. From here you can:

  • Copy link to paste it into your own email or message.
  • Copy password, if you set one. This is the only time you see the password. Send it separately, or make sure the recipient already knows it.
  • Email this link to send it from the app (see below).

Click Done to close. You'll find the link later under the diagram on the diagrams list.

Email a Link from the App

  1. Click Email this link after creating a link, or Email on a link in the diagrams list.
  2. In To, enter up to 5 addresses. Press Enter or comma after each.
  3. Optionally, add a Message (optional). Web addresses can't be included in the message.
  4. Click Send.

Each person gets their own email with a View diagram button. The email is sent on your behalf, and replies go to your email address. If the link has a password, the email includes the hint but never the password.

When every email has gone, you see Email sent and the list of recipients. If some addresses couldn't be sent, the form stays open with Try again.

Limits:

  • Emailing links is included in every paid plan. On the free plan, Email and Email this link are greyed out. You can still copy the link and send it yourself.
  • There is a daily limit on emailed links. If you reach it, copy the link and send it yourself.
  • If a recipient has unsubscribed from diagram links, you're told, and they aren't emailed. You can still copy the link and send it yourself.

What the Recipient Sees

  1. The recipient opens the link. The page says who shared the diagram and that they get a PDF, with nothing to install.
  2. If the link has a password, they enter it. Any hint you added is shown. The diagram's title appears only after the right password.
  3. They click Download PDF and the file downloads. Download again is there if the download doesn't start.

After 5 wrong passwords, the link locks for about 15 minutes. The page that opens from a link times out after an hour; the recipient opens the link again to continue.

A revoked link shows "This link is no longer available. Ask the person who sent it for a new one."

Every emailed link includes Unsubscribe from diagram links. A recipient who unsubscribes no longer receives diagram links emailed through the app. You can still send them a link from your own email.

Manage Your Links

Links appear under their diagram on the diagrams list. A diagram with links shows a Links (n) toggle. Click it to see each link's title, when and by whom it was made, whether it is password protected, and who it was emailed to.

Each link has these actions:

  • Copy link: copy the link again to send it yourself.
  • Email: email the link from the app. The addresses it was last sent to are filled in.
  • Download a copy: download the PDF exactly as recipients get it.
  • Revoke: stop the link working for everyone. This can't be undone.

Copy link, Email and Revoke need edit access to the diagram. Guests don't see the links list.

Deleting a diagram stops its links working. The delete confirmation tells you how many links are affected.

Tips

  • Use a password for anything you wouldn't attach to an unprotected email.
  • Choose a hint the recipient knows but others don't.
  • Revoke a link when the recipient no longer needs it, or when you've sent a newer version.

Related Topics

Back to Help
Sharing a Diagram as a Link — StructureGram Help