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How to Share Channels with External Users in AVAIL

Easily collaborate with partners, consultants, and clients by securely sharing AVAIL Channels outside your organization

Overview

AVAIL makes it easy to collaborate with people outside your organization by allowing you to share Channels with external users (those not on your AVAIL Plan). This feature is ideal for working with consultants, partners, or clients who need access to specific content.

Before You Begin

To ensure a smooth experience, confirm that the person you’re sharing with:

  • Has downloaded AVAIL Desktop, and
  • Has created an AVAIL account (free or paid)

Important note: Admins may need to enable external sharing for Publishers at the account level. Look for Settings -> Publisher Permissions to enable the Invitations setting in the Manage Portal. 

This setting will allow Publishers (non-admins) to invite new people to your Plan.

Step-by-Step: Sharing a Channel Externally

  1. Open the Channel you want to share in AVAIL.
  2. Click the Share option within the Channel.
  3. Enter the recipient’s email address.

  4. If the user is not part of your Plan, you’ll see a message:

    “No one found matching <email address> in your team.”

  5. Click Add A New Member.
  6. Confirm the email address to invite them.
  7. The user will receive an email notification that the Channel has been shared.
  8. Once they log into AVAIL Desktop, they will see the shared Channel available.

Best Practices for External Sharing

Use Host-in-Cloud Channels

For the most reliable experience, configure your Channel as a Host-in-Cloud Channel before sharing.

Why this matters:

  • Content is delivered from a cloud location instead of your internal network
  • External users won’t run into access or permission issues
  • No dependency on your firm’s network access

Important Considerations

File Access & Storage Location

If your Channel content is stored in:

  • OneDrive
  • Google Drive
  • Other cloud storage systems

You must also grant external users access to those files separately.

Important note: For firms using AVAIL's Dynamic Paths feature, keep in mind
Dynamic Paths are Plan-specific and may not work as expected for users outside your Plan.

Licensing & Usage Impact

External users accessing your shared Channels may:

  • Count toward your average monthly users, especially if they are not on their own paid AVAIL Plan.

This is important if you plan to share content at scale.

Controlling Access (Recommended Setup)

To keep your content secure and organized:

  • Create a dedicated Channel for external users
  • Copy only the necessary content into that Channel
  • Set it to Host-in-Cloud
  • Share only that Channel

This ensures external collaborators only see what they need.

By following these steps and best practices, you can confidently share content with external collaborators while maintaining control, performance, and security.

Need More Help? Send questions to support@getavail.com and click here to explore AVAIL pricing and plans.