Sharing Productions

To learn more about how to view a production that has been shared with you, see Viewing a Shared Production.

Sharing a Production

Before You Begin

• Only Workspace Admins and above can share productions.
• A production can only be shared after it has finished running.
• A production cannot be shared with your own email address.
• Sharing grants access only to the selected production.
• Recipients cannot access the original workspace documents through the shared production. They can only view and export the produced copies.
• Recipients who are not members of the organization do not receive access to the organization's workspaces.
• Existing organization members retain their existing role and workspace access.
• Recipients must have a Blackout account to access a shared production. New users receive an invitation to create an account.
• Users can view a list of all productions that have been shared with them.
• Shared productions can be exported as a ZIP file containing the produced files and the associated CSV load file.

How to Share a Production

After a production has finished running, Workspace Admins and above can share it with others by email. This is done using the steps below:

1. After a production has been run, choose the production to share from the Productions page. Blackout will navigate to that production.

2. Click Share Production in the top right corner of the page.

   

3. Enter the email of the recipient you would like to share the production with. Only one email can be entered at a time.

   

4. Click Share Production.

The production will be shared with the desired recipient.

Note: A production can still be shared if some documents failed to produce. Failed documents are not included in the shared production.

Production Sharing Errors

A production cannot be shared with a recipient if:

• The production has already been shared with that email address.
• The user associated with the email address has been deactivated.

A deactivated user must be reactivated by an Organization Admin before a production can be shared with them.

After a Production Has Been Shared

Recipients are notified by email when a production is shared with them.

• Email addresses that have been sent a production will be notified via email and will have the “Production Recipient” role in Blackout.
• Existing Blackout users can use the link in the email to access the shared production.
• New Blackout users receive an invitation to create their account. After account setup, they are taken to the Production Shares page, where they can select the production that was shared with them.. For more information on viewing a shared production, please visit this link.

• Sharing a production with someone who is already a member of the organization does not change their existing role or workspace access.

Revoking Access to a Shared Production

Before You Begin

• Workspace Admins and above can revoke access to a shared production at any time.
• Revoking access takes effect immediately and does not require additional confirmation.
• Recipients are not notified when their access is revoked.
• If a recipient attempts to use a production access link after access has been revoked, an error is displayed.
• Access can be granted again by sharing the production with the recipient again.
• Shared production access does not otherwise expire.
• Production shares are automatically revoked if the associated workspace is deleted or the recipient's account is deactivated.

How to Revoke Access

1. After navigating to the workspace where the production exists, click Productions from the navigation panel on the left.

   

2. Choose the production that you would like to view by clicking the name of the production.

   

3. In the Production Access menu, click the Revoke Access button next to the user who should no longer have access to the shared production. Access is revoked immediately. The recipient is not sent a notification.