You can share individual applications internally with colleagues - and they don't have to be in your job team to do this!
Requirements for using the “Share application” function
The function can be used by users with appropriate role authorization. Role rights assignment is required for people without the “Administrator” role. This must be done by a person with an administrator role.
Administrator path to activate the feature
1️⃣ Settings → User Management → Roles → Open Role Management → Manage Roles.
2️⃣ Select the relevant role and choose the "Edit" menu option via the three dots.
3️⃣ In the "Manage Applications" tab, check the box for "Share application internally."
4️⃣ Finally, click "Save."
Forwarding an application via email
1️⃣ Open the application, click the three-dot button in the top right corner, and select the "Share" option.
2️⃣ Select the "Share application" option.
3️⃣ Under "Share with," you can select one or more colleagues, add a comment, and click "Share" at the bottom right.
4️⃣ The selected individuals receive an email notification and can view the application in read-only mode.
The fact that an application has been shared is visible directly within the application itself.
Removing shared access
If you wish to revoke access to a shared application:
Open the application and click the three dots in the bottom-left corner.
Select the "Remove shared access" option.
Select the relevant person from the list.
Confirm the prompt by clicking "Remove".
The person concerned will not receive a further notification—access is revoked silently.
Good to know
Access is valid for 4 weeks by default.
The application cannot be shared with individuals outside the company; for external sharing, please use the "Forward via email" function.
Shared applications are available in read-only mode; changes or additions are not possible.
Access can be manually revoked at any time (see above).
An application can be shared again at any time—even if:
the original access expired automatically after the 4-week period
access was previously revoked manually via "Remove shared access"
In both cases, you can simply share the application again using the "Share application" function. The steps remain the same.
For customers with a multi-tenant system
Sharing between the main tenant and a sub-tenant is possible (in both directions).
Sharing between two sub-tenants is not possible.
These restrictions are determined by the system and cannot be modified—not even by our support team.