Sharing a solution creates a read-only link, or an embed code, to its data. Anyone with the link can open it, no SmartSuite account needed, and you can put a passcode on it.
Here is the test: does someone outside the workspace need to read the whole solution, or copy it into a workspace of their own? If yes, share it. If they should edit, or see only some records, give them access with permissions instead. See Solution Permissions: who can see and edit.
Example: for the audit window, the Security lead shares a Vendor Management solution behind a passcode and sends the auditor the link and the code. After the audit, the share is turned off.
The solution action menu with Share Solution: Disabled highlighted.
Plan Availability | All plan types. |
Permissions | Account Administrators and Solution Managers share a solution. Copying a shared solution needs the Account Administrator or Solution Creator role in the target workspace. |
Platform | Web |
Related Reading |
Opening Share Solution
Open the solution and select the arrow next to its name. The solution action menu opens.
Select Share Solution. The item carries the state in its label: Share Solution: Disabled or Share Solution: Enabled.
The Publicly share this solution panel opens. The rest of this article takes the panel top to bottom, then the viewer's side. The item is not on the home page card menu. When the home page uses Admin Format, a sharing icon on the solution's card shows that it is shared.
Share this Solution
The first section explains itself. It shares a read-only version of the solution with anyone who has the link. It also controls whether they can download its structure and content into their own SmartSuite account. Turn on the switch at its right. The link and the embed code become active. The data is read-only through the link, whatever the viewer does.
Note: Dynamic Record Permission rules do not apply to shared data. Every record in every table is visible through the link, and the panel warns you when a table has rules.
The Publicly share this solution panel with the switch on, the Public Link section and the Settings checkboxes.
Public Link
The section shows the link itself, with two controls.
Copy URL copies the shared link to your clipboard.
Embed, under the link, copies HTML that shows the solution in an iframe on your website. Its tooltip reads "Copy embed code"; there is no dialog.
The chevron next to Copy URL opens two more items. Open preview opens the shared solution in a new tab. Regenerate Link creates a new link after you confirm; the old link stops working.
The Public Link section with the chevron menu open: Open preview and Regenerate Link.
Settings
Two checkboxes, each with an info icon.
Allow users to copy this solution. Adds a Copy Solution button to the shared solution for people with the Account Administrator or Solution Creator role in their own workspace. The tooltip calls it a way to share the solutions you have created, data included, with other users or clients. Leave it off for the auditor's share.
Restrict access with a passcode. Viewers must enter a code before the solution opens. Check it and set the code in the Set Passcode dialog; the minimum is 6 characters. To change the code later, select Change Passcode and confirm; the old code stops working. Clear the checkbox to remove the passcode.
What the viewer sees
The viewer opens the link in a browser. With a passcode set, a prompt asks for the code first. The solution opens read-only, every table included. When copying is allowed, a Copy Solution button sits in the header.
Copying a shared solution
Open the shared link and select Copy Solution in the header.
Pick a workspace where you are an Account Administrator or a Solution Creator and select Install Template. SmartSuite switches to that workspace when the copy starts.
Not signed in? Select Login Page in the prompt. After sign-in, the shared solution opens again with the workspace picker.
If you hold neither role in any workspace, a message says you don't have permission to install this solution. The copy fails when the workspace has reached its plan's solution limit.
What changes in the copy
Every assigned member in fields and checklists becomes the person who installed the copy. Assigned Teams are cleared, votes are reset and time tracking entries go to the installer. Comments are not copied.
Links between records inside the solution stay intact.
Linked Record fields that point at tables outside the solution are copied empty and show an error until a Solution Manager configures them.
Table and field permissions reset to their defaults.
Note: Table and field permissions reset to defaults in the copy. Set them again before you invite anyone to the copied solution.
What each role can do
Account Administrator and Solution Manager: share the solution, set the passcode, regenerate the link and turn sharing off.
Solution Creator: copies a shared solution into a workspace where they hold the role.
General Access and Guest: open the link like anyone else; the link is public and the role plays no part.
Using sharing day to day
The audit window: share with a passcode, copying off, and put a reminder in the calendar to turn the share off on the last day. A template between two workspaces you own: share with copying on, sign in to the other workspace and copy; then turn the share off.
Tip: For an outside reviewer, a passcode plus a date to turn the share off is the whole control. If the link was forwarded, regenerate it and send the new one.
Changing a share later
Reopen Share Solution from the same menu. Regenerate the link when it has leaked. Change or remove the passcode under Settings. Turn the switch in Share this Solution off to end the share.
Frequently asked questions
How do I share one view instead of the whole solution?
How do I share one view instead of the whole solution?
Open the saved view and select Share View in the toolbar. It creates a read-only link to that view only. See Shared Views.
Can I move a solution between two workspaces I own?
Can I move a solution between two workspaces I own?
Yes. Share it with Allow users to copy this solution turned on. Sign in to the other workspace, where you are an Account Administrator or Solution Creator, open the link and select Copy Solution.
Does the viewer need a SmartSuite account?
Does the viewer need a SmartSuite account?
No. The link opens in any browser; a passcode, if set, is the only gate.
Do Dynamic Record Permission rules apply to the shared data?
Do Dynamic Record Permission rules apply to the shared data?
No. Every record is visible through the link. Do not share a solution whose rules hide records from some members.
What happens to the link when I turn sharing off?
What happens to the link when I turn sharing off?
The panel shows the link even while sharing is off, so turning it back on later gives the same link unless you regenerate it.
Need more help? Ask the SmartSuite Community, where builders, administrators and the SmartSuite team answer questions about building on SmartSuite. For your account, billing or data, select the chat button in the lower-right corner of SmartSuite to reach support.
Last verified 1 Nov 2026.