First, know this: there are two ways to share SOPs outside your organization
Dive offers two methods for sharing SOPs with external parties, partner companies, business partners, and others you don't want mixed into your normal Dive operations. Choose the method that fits your purpose.
- ① External Sharing (no login required): Issue a view-only URL protected by an expiration date or password, and let people view SOPs simply by opening the link. No login is required, and the recipient needs no setup. Since a URL is issued for each individual SOP, this method works best for one-time or targeted sharing.
- ② Guest Invitations: Issue login credentials with information sharing only permissions (view only, not included in training tracking or Usage Report), and operate them under the same management as other users (Folder restrictions, Audit log, IP address restriction, SSO). Since SOPs are shared by Folder, this method works best for long-term or ongoing viewers.
From a security perspective, we recommend ② Guest Invitations as standard practice. If you need only one-time sharing, use ① External Sharing protected with an expiration date and password.
Guest Invitations can be changed to any other permission level (Viewer or higher) at any time. When you do, the count automatically switches between Guest Invitations and Number of accounts. No need to re-invite.
Which should you choose? (Quick decision)
Answer these three questions and you'll know which method to use.
-
Will the recipient view the same SOP repeatedly and long-term? (Do you want to show multiple SOPs together?)
- Yes → Guest Invitations (you can share multiple SOPs together by Folder)
- No (one-time, just for a few days, or one SOP at a time) → External Sharing
-
Do you need Audit log, IP address restriction, or SSO control?
- Yes → Guest Invitations (same control applies as other users)
- No → Either method is fine
-
Do you want to avoid using Number of accounts?
- Yes → External Sharing
- No → Guest Invitations (you use guest invitations by person count, but Core and higher plans provide 3 times the Number of accounts: Core 75, Pro 150, Enterprise 300)
Comparison table (What's different?)
| ① External Sharing | ② Guest Invitations | |
|---|---|---|
| Sharing unit | One URL per SOP | Multiple SOPs together by Folder |
| Setup needed from recipient | None (just open the URL) | Login required (Dive login information) |
| Number of accounts | Not consumed | Uses one Guest Invitation slot per person (not counted as Number of accounts. Free/Lite not available, Core or higher provides 3x Number of accounts: Core 75, Pro 150, Enterprise 300) |
| Available plans | Lite or higher (Free not available). Disabled by default; Owner must Enable | Core or higher (Free/Lite not available) |
| Expiration date and password | Set per URL (either expiration date or password is required) | Same as other users (no expiration, password managed) |
| Access granularity | Per URL for each SOP | Permission set by Folder or Group |
| Audit log | Records URL issue, expiration, reactivation, and changes to expiration date or password | Records logins same as other users (SOP views are not recorded) |
| IP address restriction | Not applicable | Applicable (Team Security Settings apply) |
| SSO control | Not applicable | Applicable |
| How the SOP list appears | Only the SOP for that URL | Permitted Folders appear at the top of the list (sub-items appear when you open that Folder. Folder names outside or that cannot be viewed do not appear) |
| Training and development tracking | Not applicable | Not applicable (not included in Course assignment or Skill Map) |
| Usage Report aggregation | Not applicable | Not aggregated (the guest can still use View history and Favorites normally) |
| SOP creation and editing | Not possible (view only) | Not possible (view only) |
| Permission changes | — | Can be changed to any other permission at any time (counts automatically switch between Guest Invitations and Number of accounts) |
| Best used for | One-time briefing, sending quotations to business partners, temporary material sharing, showing just this one SOP | Long-term partner companies, on-site workers, showing multiple SOPs over time |
| Cautions | If the URL leaks, it could be viewed (password protection recommended) | Requires the same management effort as other users (Group settings, etc.) |
Detailed How to Use for Each
- ① External Sharing: How to use External Sharing (issue steps, password protection, history management, expiration)
- ① Enable/Disable External Sharing (for administrators): External Sharing restriction settings (enable/disable External Sharing)
- ② Guest Invitations: What are Guest Invitations? (details, invitation, access permission)