- Using SafetyCulture
- Templates (managing)
- Give external template access to other organizations
Give external template access to other organizations
Learn how to give template access to users who aren't part of your SafetyCulture organization via the web app.
Why give external template access to other organizations?
Giving external template access allows SafetyCulture users from other organizations to conduct inspections while still maintaining ownership. As part of giving access, you can make inspections conducted by the external users available to you automatically.
Take note
The external SafetyCulture users must be in the same data center as you for their inspection results to be automatically accessible to your organization.
There are multiple access levels that determine how external users or groups can interact with your templates.
If you have external template access set up already, you or external users can edit access rules to give template and inspection access to other groups or users.
Giving template access to users in other organizations comes with the following limitations:
Templates with Global Response Sets will not be usable in other organizations.
You can only give template access to users, not groups. However, once the access is set up, users in other organizations can then give their groups template access, as long as they have the "Conduct, edit" access level.
Inspection data from other organizations may not be fully available to you, as certain data sets are organization-specific, such as sites and actions.
Site-based access isn't supported as sites are organization-specific.
External template access cannot be given to organizations in data centers different from your own. Instead, they'll receive a copy of your template.
Give template access to another organization
Select Templates from the menu on the left-hand side.
Click the template and select Manage access in the side panel.
In the access builder, click
New access rule on the bottom of the page.In the rule panel, click the dropdown menu under "Template is available to", select
Users, then click Give external access.In the pop-up window, enter the email of the other organization's user, then click Give access.
Click Done in the dropdown menu.
Select the template Access level you want to give.
Click the dropdown menu under "Inspection results will be available to" to search and select the groups or users who should have access to the inspections conducted by the external user above. Then click Done in the dropdown menu.
Select the inspection Access level you want to give.
Click Done in the rule panel.
Click Save and apply.
In the pop-up window, click No, apply to future only.
This sends an email to the external user. Please note that the user must accept the invitation to confirm the external template access.
Give template access to another organization in another data centre
Select Templates from the menu on the left-hand side.
Click the template and select Manage access in the side panel.
In the access builder, click
New access rule on the bottom of the page.In the side panel, click the dropdown menu under "Template is available to", select
Users, then click Give external access.In the pop-up window, enter the email of the other organization's user, then click Give access.
Click Give access to copy.
Frequently asked questions
Data centers are physical locations where we store the information of SafetyCulture customers. SafetyCulture stores customer data in three different data centers, each in a different location. However, there are some limitations to certain features working across data centers, such as adding users from different data centers to the same organization.
If you try to give someone external access to your template across different data centers, SafetyCulture will prompt you to send a copy of the template instead of allowing the recipient direct access to it.
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