This article shows you how to share a case with colleagues and external collaborators, choose what each person can do, and create a view-only link. It is for anyone who manages who can access a case.
Two ways to share
Invite people who have a CustoMED account. They sign in and work on the case with the role you choose.
Share a link that anyone can open without signing in. The link is view-only and expires after 30 days.
You need the Share permission on the case to do either. Technicians and other users with the Viewer role on a case cannot share it.
Where to share from
Inside a case: click Share at the top of the screen to open the Share Case window.
From the case list: click a case card and use the Contributors and General Access sections on the Details tab of the case drawer.
While creating a case: add people in the Case Collaborators section.
Prefer to watch? This video shows how to share a case and how a colleague gains access.
Invite people with a CustoMED account
Open the sharing options (see above).
In Invite others, type the person's name or email. If you are a Clinician, Medical Assistant or Sales Rep, type their full email address.
Choose their role in the role picker inside the field.
Click Invite.
The person is added to the list of people with access and receives an email that the case was shared with them.
Important: You can only invite people who already have a CustoMED account. If the person has no account, share a view-only link instead, or ask your Organization Admin to add them to your organization.
Case roles
Each role includes everything in the role before it: a Viewer views the case, a Manager can also share it and update its details, an Editor can also edit the plan and confirm each step, and an Approver can also give the final approval. Everyone with access except Viewers can download case files. Hover over a role in the picker to see its permissions.
People in the case's organization
Members of the organization that owns the case always get the case role that comes with their organization role, for example Approver for Clinicians and Viewer for Technicians, so you cannot change it in the share list. Sharing a case with a Clinician, Medical Assistant or Sales Rep in your organization is what makes the case visible to them. For every role, see User Roles & Permissions.
People outside the case's organization
You choose their role, up to the role you have yourself.
They cannot share the case further.
A case can be shared with up to 5 people outside its organization.
They open the case from the link in their email. It does not appear in their own case list. See Missing Cases, Access & Sharing Issues.
Change or remove access
To change a role, pick a new one next to the person's name.
To remove someone, click the trash icon next to their name and then Delete.
The person who created the case is marked Case Creator. The creator always keeps access to view, share and archive their case.
Default collaborators
Your Organization Admin or Organization Back Office can give a Clinician or Organization Admin a list of up to 10 default collaborators, each with a set role. When a case is created for that person, their default collaborators are added to it. You can see your own list under My Account.
Share a view-only link
Use a link when someone needs to look at a case but does not have a CustoMED account, or only needs to view it.
Open the sharing options and find General Access.
Click Generate a link (or Copy Link if a link already exists).
The link is copied to your clipboard. Send it by email, message or any other channel.
Anyone with the link can view the case without signing in.
The link is view-only: no editing, approving, commenting or downloading.
The link is valid for 30 days. The days left are shown next to Anyone with the link. When it expires, clicking Copy Link creates a new link.
Important: A link cannot be switched off before it expires, so share it only with people who should see the case.
Which option should I use?
You want to | Use |
Work on the case together | Invite people |
Let someone edit or approve | Invite people |
Get a quick opinion from someone without an account | Link |
Give read-only access for a short time | Link |
Security and traceability
Permissions are set per case and enforced by CustoMED. Every share, role change and removal is recorded for traceability.