Check document visibility and sharing separately. A PDF can be attached to content, listed in the Document module and available to selected audiences. The sharing controls determine whether members can use the device sharing feature.

Review an individual document

1. Check library visibility and audience

  1. Open Documents, find the PDF and choose Edit from its Action menu.
  2. Review Show in Document module. Choose Yes when the PDF should appear in the library, or No when it should be provided through attached content instead.
  3. Check Documents Group and Select Target Groups. The document group organises the library; Member Groups and Internal Groups identify the intended audience.
Library visibility and the target audience are separate controls in the document form.
Library visibility and the target audience are separate controls in the document form.

2. Review document sharing

  1. Review Enable Sharing under Submit Actions.
Review Enable Sharing under Submit Actions for the individual document.
Review Enable Sharing under Submit Actions for the individual document.

3. Save and check

  1. Before saving, check the notification settings and any scheduled notifications.
  2. Save the change, check the document status and verify the result with a member account in the intended audience.

Review organisation-wide sharing

  1. Open General → Documents Settings.
  2. Review Allow sharing of Documents via device sharing feature.
  3. Select the checkbox to allow that feature, or clear it to restrict it. Review any additional prompt and its scope before confirming.
  4. Click Save when the intended setting is ready.
General → Documents Settings contains the organisation-wide device-sharing control.
General → Documents Settings contains the organisation-wide device-sharing control.

The dashboard describes this feature as opening the PDF in another app or browser and sharing it through email or other apps. Check both the organisation setting and the individual document’s Enable Sharing option when troubleshooting.

Check the member experience

  • Use an account in the intended audience to check the library and any content containing the attachment.
  • If the PDF should be restricted, check with an account outside that audience too.
  • Check the sharing option on the device after changing sharing settings.

Frequently asked questions

Does hiding a PDF from the Document module remove its attachments?

No. Show in Document module controls listing in the library. Check the PDF record and any News article, Journal entry or Event that contains it when reviewing access.

Which sharing setting should I check?

Review both General → Documents Settings and the individual document's Enable Sharing option. Also verify the sharing option on a member device after making changes.

Can I retrieve copies that members have already shared outside 2Way?

Changing the sharing settings does not retrieve copies already sent or saved elsewhere. Review sharing before making internal material available.

Share a member link: In the Documents list, open the item’s three-dot Action menu and select Share. Create or copy its member link to paste into email, WhatsApp or another channel. Recipients must sign in and have access to the content. See Share content with a member link for the steps. This member-link workflow is separate from downloading or sharing the document file.

Cancel a sharing link without deleting the content: Open the item’s Share dialog, select the existing link’s trash/delete icon and confirm. Previously sent copies of that link stop working through sharing; the content remains. To share it again, create a replacement link and send the new URL. See Cancel or replace a sharing link.