Key point: There are 2 ways to share SOPs externally
Dive offers two methods for sharing SOPs with external parties, contractors, business partners, and others who are not part of your normal Dive operations. Choose the method that best fits your purpose.
- Option 1: External Sharing URL (no login required): Issue a view-only URL protected by expiration date or password. Recipients simply open the URL to view the SOP - no login or preparation required on their end. Since you issue one URL per SOP, this method works best for one-time, targeted sharing.
- Option 2: Guest Invites (guest invite quota): Issue a login-based, information-sharing-only permission (view-only / not included in training, development, or Usage Reports) that works under the same controls as other users (folder restrictions, audit logs, IP restrictions, SSO). Since you share by folder, this method suits long-term or ongoing viewers.
Note: From a security perspective, we recommend using Option 2 (guest invites) as standard practice. For one-time sharing only, protect Option 1 (external URL) with both expiration date and password.
Note: Guest invites can be changed to any other permission level (viewer or higher) at any time. The quota consumed automatically switches between guest invite quota and owner-to-viewer permission quota. No need to re-invite.
How to choose (quick decision guide)
Answer these 3 questions to determine which method to use:
-
Will the recipient view the same SOP repeatedly, long-term? (Do you want to show multiple SOPs in one go?)
- Yes -> Guest invites (share by folder)
- No (one-time / short-term / one SOP at a time) -> External URL
-
Do you need audit logs, IP restrictions, or SSO controls?
- Yes -> Guest invites (same controls apply as other users)
- No -> Either method works
-
Do you want to avoid using up quota?
- Yes -> External URL
- No -> Guest invites (uses one slot, but Core and above plans include 3x the account count in guest invite quota: Core=75 / Pro=150 / Enterprise=300)
Comparison table (what is different?)
| Option 1: External URL | Option 2: Guest Invites | |
|---|---|---|
| Sharing unit | Issue one URL per SOP | Approve by folder |
| Recipient setup | None (just open the URL) | Login required (Dive login credentials) |
| Quota consumption | None | Uses 1 guest invite slot (not available on Free/Lite; Core and above have 3x account count = Core 75 / Pro 150 / Enterprise 300) |
| Available plans | Lite and above (Free not available). Default is disabled; owner enables it | Core and above (Free/Lite not available) |
| Expiration and password | Set per URL (either expiration or password required) | Same as other users (unlimited / password-based) |
| Access granularity | Per URL, one per SOP | By folder and group |
| Audit logs | URL issuance, expiration, and access recorded | All logins and views recorded the same as other users |
| IP address restriction | Not applicable | Applicable (team security settings applied) |
| SSO controls | Not applicable | Applicable |
| SOP list view | Only the SOP for that URL | Only SOPs the guest can access, shown in one screen without folder hierarchy (folder structure not visible) |
| Training and development tracking | Not applicable | Not applicable (guests not included in course assignments or Skill Maps) |
| Usage Report aggregation | Not applicable | Not aggregated (guests can access their own view history and favorites) |
| SOP creation and editing | Not allowed (view-only) | Not allowed (view-only) |
| Permission changes | — | Can be changed to any other permission at any time (quota automatically switches between guest invite quota and owner-to-viewer permission quota) |
| Best use cases | One-time briefing / quote sharing with partners / short-term document sharing / show this one SOP only | Long-term contractors / on-site staff / show multiple SOPs ongoing |
| Considerations | If URL leaks, it can be viewed (password protection recommended) | Same management overhead as other users (group settings, etc.) |
Detailed usage for each method
- Option 1: External URL: How to use external sharing (issuing, password protection, history, expiration)
- Option 1: Enabling/disabling external URL (for administrators): External Sharing Restriction Settings (enable/disable external sharing)
- Option 2: Guest invites: What are guest invites (details, inviting, granting access)