Secure read-only report links

A secure link lets someone see one report without a MotoDealerHQ login. It suits an accountant, a lender, a business partner or a manager on the road. The link shows a read-only copy of the report and stops working on its own.

Before you start #

• You need reports.export or ai.export. Without it, the Secure read-only link section does not appear on reports.
• Decide the exact period and rooftops first. They are frozen into the link when you create it.

Create a link #

1. Open Reports & AI › Report library and open the report.
2. Set the Period, Rooftops and other filters, then select Update.
3. Scroll to Secure read-only link.
4. Choose Expires after: 1 day, 7 days (the default), 14 days or 30 days.
5. Select Create link.
6. Copy the link from the green Link created box. It is shown only this once, so copy it before you leave the page.
7. Send it to the person through a channel you trust.

What the recipient sees #

The link opens the report on your console address (dealer.motodealerhq.com/shared/report/…) without signing in. The page:

• shows the report for the frozen period, rooftops and filters, with the same scope stamp as the console;
• has no filters, forms or links to your records;
• is never indexed by search engines and is not cached by browsers;
• shows customer names only if you could see customers when you created the link and still can at each view.

Manage and revoke links #

1. Open Reports & AI › Report library and select Secure links.
2. The table lists each link with its report, period, expiry, view count, last view and status (Active, Expired or Revoked). Badges mark links that include Customer details and links created by a Scheduled delivery.
3. Select Revoke to stop a link immediately.

You see and revoke your own links. A user with users.manage sees every link at the dealership, with a Created by column, and can revoke any of them.

When a link stops working #

A link stops working, and shows "This report link is not valid", when:

• it expires;
• someone revokes it;
• you, the creator, are removed from the dealership.

A link never shows more than its creator can see today. If your access shrinks (for example to fewer rooftops, or without cost figures), the link shrinks with it. If the creator loses access to the data entirely, the link says it "no longer has access to its data".

How links are protected #

• The link holds a signed token. MotoDealerHQ stores only a hash of its secret part, so the full link cannot be recovered from the database.
• Forged, edited, unknown, expired and revoked links all get the same "not valid" answer, so nobody can probe for valid links.
• Each link allows 120 views per hour, and each visitor address 300 views per hour.
• Creating, viewing and revoking a link are recorded in the audit log. Viewer addresses are stored only as a hash.

Tips #

• Use the shortest expiry that works. A 1-day link is enough for a meeting.
• Scheduled reports can send a fresh secure link every week (it lasts 7 days), so nobody keeps an old link. See exports and schedules.
• Check Views on the Secure links page to confirm the recipient opened the report.

Permissions #

Limitations #