View-only documents and expiring share links
Let people read a document without taking a copy, and see who downloaded, exported or shared it.
LiveWhat does Read ≠ download do? Answer 'who downloaded or shared this agreement?' instantly, and share sensitive files without losing control of copies.
How it works
Viewing and downloading are separate permissions. View-only documents are shown inside Kinnow and never handed over as a file. Every download, export, share and refused download is logged with who, when and from where. Share links go to named people, expire, can limit how many times they open, and can be cancelled. Sensitive document types are restricted by default.
Each share link carries a long secret code that is shown only once; every opening is logged and counted.
Step by step
- The owner sets how a file can be used. Each file has a download setting: Allowed, Restricted or View-only. Sensitive kinds of document start as Restricted when they are uploaded.
- A colleague opens it in Kinnow. A view-only file is shown in the document viewer and passed through Kinnow. No direct file address is ever given to the browser.
- Downloads follow the setting. Nobody can download a view-only file. For a Restricted file, only people who hold the download permission can.
- To share, the owner makes a link. The link names who may open it: chosen people, a role, one company in the group, or everyone in your company. It expires, and can be limited to a number of openings.
- The reader signs in and opens it. Opening grants reading only. Each opening is counted, and the owner can cancel the link at any time.
- The log keeps the answer. Every download, export, share and refused download is written down with who, when and from where.
What you see on screen
- Document viewer. "Viewing this document inside Kinnow." A view-only file says "This document is view-only. You can read it here; it cannot be downloaded."
- Access, download and history, per file. A table of File, Class, Visibility (Personal, Shared, Entity or Organizational), Download setting and History.
- Access history. Opened from a file: When, Action, Who and From.
- Access log. "What has been touched" across Documents (Vault), filterable by action, so you can answer "who downloaded this agreement?".
- Share link. Shown once when it is made. After that only its details are listed: audience, expiry, how many times opened.
Who uses it
| Who | When | What they do |
|---|---|---|
| Document owner | When filing or sharing | Sets the download setting and creates share links. |
| Governance or compliance lead | Monthly, and on any query | Reads the access log and changes settings across files. |
| Legal, HR or board secretary | For sensitive papers | Keeps agreements, contracts and policies view-only. |
| Auditor or CA | At review | Asks who downloaded or shared a document and gets a list. |
See view-only sharing on your own documents. Bring a sensitive file type and we will set it up in front of you.
Ask how this fits your audit needs. Tell us what an auditor asks you for today, and we will show where it comes from.
Related
- The governed Vault - access, retention and residency for documents.
- Column masking by role - hiding fields from people who should not see them.
- Kinnow Sign - e-signature on the same documents.
- Vault - where the documents live.
Questions
What is Read ≠ download in Kinnow?
Let people read a document without taking a copy, and see who downloaded, exported or shared it.
What changes for the business?
Answer 'who downloaded or shared this agreement?' instantly, and share sensitive files without losing control of copies.
Is it available today?
Yes, it is live.
Can I see who merely opened a document?
The access log lists downloads, exports, shares and refused downloads. Plain views are kept in a separate record for about 90 days by default.
Can someone outside my company open a share link?
Only if they can sign in to Kinnow and fall inside the audience you chose. A link is not a public address.
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