Sharing Knowledge Base Article

Knowledge articles are private to your Onsite organisation by default, but sometimes you need to share information with people outside the platform. for example, sending a building onboarding manual to new residents, or sharing an emergency procedure with a contractor. Public links let you do this without giving anyone an Onsite login, and you stay in control of the link at all times.

Enabling a public link

1. Open the knowledge article you want to share.
2. Click Share in the top right.
3. Toggle Enable public link.
4. The unique URL is copied to your clipboard automatically — paste it into an email, message, or notice to share.

Anyone with the link can view the article in their browser without logging in to Onsite.

Note: Any embedded Onsite records inside the article (such as cases) will not be visible to people viewing the public version, as those require a login.

Regenerating the link

If a link has been shared too widely, or you want to revoke access without permanently turning off sharing, you can regenerate it. The old URL will stop working immediately, and a new one will take its place.

1. Open the article.
2. Click Share in the top right.
3. Click Regenerate link.
4. The new URL is copied to your clipboard — reshare it with the people who still need access.

Stop sharing

When an article is no longer meant to be public, turn sharing off entirely.

1. Open the article.
2. Click Share in the top right.
3. Toggle Enable public link off.

The public URL will immediately stop working. Anyone who tries to visit it will no longer be able to view the article. You can re-enable sharing at any time — note that a new link will be generated.