Skip to main content

Sharing a Work Instruction/Folder/Article Category/Article (Public Sharing & Private Sharing)

Azumuta Support
Updated

In Azumuta, you can share various items, including work instructions, folders, article categories, and articles. You can share them privately or publicly. On the guide sections below, you’ll find an explanation for private sharing and public sharing.

When a work instruction is linked to one or more articles (for example via the ERP Configuration tab), the Share dialog also lets you generate a QR code that points to a specific article rather than the work instruction as a whole. Operators can scan these QR codes — both the private (QuickLink) and the public ones — from the Azumuta app using Scan Azumuta QR code to jump straight to the right article preview.

Note: You can only share work instructions that have been approved.

Private sharing means that the shared work instruction/folder/article category/article can only be accessed by the members of your workspace. It can’t be accessed by those who are not a member of your workspace. Private sharing is done using QuickLink QR Code.

A QuickLink QR Code is a QR code that is linked to a work instruction/folder/article category/article. If scanned by an operator, the QR code will immediately lead the operator’s screen to that particular work instruction/folder/article category/article. This method is the fastest way to reach any work instruction/folder/article category/article in Azumuta.

An admin can generate a QuickLink QR Code by going through the following steps:

  1. Find the targeted work instruction/folder/article category/article.
  2. Click on the three-dot icon next to its name.
  3. Click on “Share”.
  4. You will see a QR code. This is the QuickLink QR Code of this work instruction/folder/article category/article.
  5. You can also copy, download, or print this QR code.

How to Generate a QuickLink QR Code for a Specific Article

When a work instruction has one or more linked articles, the Share dialog includes a second block named “Private sharing - article”. This is where you generate a QuickLink QR Code that points to a single article preview instead of the whole work instruction.

  1. Open the work instruction’s Share dialog (three-dot icon → Share).
  2. Scroll to the “Private sharing - article” block.
  3. From the “Display share link of article…” dropdown, pick the article you want the QR code to target.
  4. The QR code below the dropdown updates automatically. Copy, download, or print it the same way as the regular QuickLink QR Code.

Azumuta Share dialog showing a Private sharing block with the work instruction QR code on top, and a Private sharing - article block underneath with an open dropdown labelled “Display share link of article…”, listing a Default, Article 1, and Article 2 option. The dropdown is highlighted with a green arrow.

An operator can simply click on “Scan Azumuta QuickLink QR code” at the homepage, and scan the QR code that was shared by the admin. Afterward, the operator’s screen will be automatically redirected into the targeted work instruction/folder/article category/article. This includes QR codes that were generated for a specific article via the Private sharing - article dropdown described above.

Azumuta interface on a tablet screen showing quick actions menu with 'Scan Azumuta QuickLink QR code' option highlighted. User navigation for scanning QR codes in Azumuta platform.

Public Sharing

In public sharing, you can share a work instruction/article category/article to anyone – even to non-Azumuta users! Here’s how to do it:

  1. Find the targeted work instruction/article category/article.
  2. Click on the three-dot icon next to its name.
  3. Click on “Share”.
  4. Toggle the Link Sharing slider to on.
  5. Share the link or the QR code with the receiver.

Additionally, you’ll have the following settings:

Azumuta work instruction sharing interface showing QR codes and public preview links for English and Dutch versions of a procedure titled 'Installing the Motor.

  1. Click on the three-dot icon to reset the links and QR codes. After you’ve reset them, you will get new links and QR codes. The old links & QR codes will no longer be valid.
  2. Use this toggle to turn the public sharing functionality on/off.
  3. Click on the clipboard icon to copy the link.
  4. Click on the dropdown menu to copy the QR code/download it/print it.
  5. For each language that a work instruction uses, you’ll get a separate link & QR code.

Note: You can't do public sharing for folders.

Tip: Public sharing follows the same per-article pattern as private sharing. If the work instruction is linked to multiple articles, the public Share block lets you generate a separate public link and QR code per article — see the Private sharing - article section above for the dropdown UI. Operators (or external recipients) can scan these public QR codes the same way as private ones via Scan Azumuta QR code in the app, with no workspace login required.

Seeing the List of Publicly Shared Items in Your Workspace

Here’s how you can keep track of the list items in your workspace that have been publicly shared:

  1. Click on “Settings” under “Management”.
  2. Click on “Publicly shared items” under “General”.
  3. There, you will see the list of publicly shared items in your workspace.

Click on the image below to enlarge:

Azumuta settings panel displaying publicly shared items in a workspace, including a searchable list of work instructions and article categories with toggle options for activation.

  1. Use the search bar to search for specific items.
  2. Use this button to sort items.
  3. You can activate/deactivate an item’s public sharing availability with this toggle.
  4. Click on the three-dot icon to reset an item’s shared link(s).