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Maliru Help Center

Sharing forms and documents outside your workspace

Send forms and documents in a share pack, choose who can open it, and keep the returned work with its record.

A share pack sends forms and documents to people outside your workspace, such as a subcontractor, a client or a visitor. Recipients open a link and enter a six-digit code in their browser. They don't need a Maliru account or a seat. Build packs under Forms › Shared, which needs the Manage share packs permission. The Shared tab only appears when the Share packs feature is switched on for Forms.

Build the pack

The New share pack editor with a title, message, About record and the Add a form and Add a document buttons

Choose New pack (or Templates to start from a saved pack):

  1. Give it a Title and, if useful, a Message (in the email) explaining what to do.
  2. Under About, choose what the pack belongs with: A client, A worker record, A site or A job, then pick the record. Leave Nothing in particular for a pack that isn't about one record.
  3. Under Items, use Add a form to choose an active form, or Add a document to upload a file. Each item has a switch for Required or Optional. With inductions switched on in the Binder, Add an induction adds a published induction for visitors to work through; on a pack with nobody named yet, it also switches on Anyone with the link can join. See Inductions for visitors and subcontractors.
  4. For each document, choose Just share, Must read or Read and sign. Reading and signing are recorded separately.
  5. Add the recipients under Send to and check the options.
  6. Set Available until. It starts two weeks ahead. The app can't change it once the pack is created, so set it now.
  7. Choose Save as draft to keep it without sending, or Send.

A pack holds up to 30 items. Add up to 100 named people when you create it. More can be added later, up to 500 in total.

Choose who can open it

For named recipients, enter each person's Name and Email, with Another person for more rows. "Each person gets their own link by email and a six-digit code in a second email. You can also read the code to them." The pack's detail then shows each person's progress and whether their emails arrived.

Anyone with the link can join creates one shared link and code instead: "No names needed: the link and code appear once the pack is sent. You can still add named people later." Each visitor enters their own name and email to join. Use this only when everyone who has the link is meant to fill it in, such as people at an open site induction. It isn't an invitation list, and it must be chosen before sending.

Remind automatically and Email each person a copy are optional. See Pack templates, reminders and returned records.

Choose a form that suits a guest

These forms can't go in a pack:

  • confidential forms,
  • expense forms,
  • Administrative capture only forms,
  • forms with People or record-picker fields.

Guests can't browse your workspace or pick its records, and they never receive answers filled from a job. Ask only for what they can tell you themselves.

A guest's returned form becomes a submission, with its answers, attachments and any score, and it still needs review if the form does. Guest submissions don't get AI review and don't raise issues automatically. Review the returned work before acting on it. If you chose an About record, the returned work is linked to it too.

Plan limits

Free workspaces can have two active packs at a time, drafts and sent packs included. Team and above have no limit. Storage and export allowances still follow your plan. Completed and withdrawn packs keep their history.

Send your recipients Completing a shared pack if they need help.