Extranet

Last updated: 2022-02-16
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The extranet is a dedicated page for guests

The extranet is an environment that is meant to be shared with people from outside the company. Typically, those are customers and suppliers.

They will be given access to extranet Workspace, where you can collaborate with them. This means that you share specific information or documents with them and manage work using tasks. The extranet is secured enough that the guests cannot access anything else and see only information you give them access to. It is like giving the guest a key to access the hallway, but they can not go any further.

The main advantage is you can safely share data, and you do not have to send them by e-mail.

How to use extranet

It is a team space dedicated only to a specific team that collaborates on a specific item. i.e. for example 

  • a team space for a specific project or contract where you share information with project contractors, manage tasks and create project notes
  • a maintenance management area with a service technician for a specific piece of equipment, machine or device

The advantage of an extranet is that you can share information securely and don't have to email it anywhere. 

What the extranet page looks like

The extranet page as the guest sees it. On the left side it has a list of items you can access. In the middle of the screen is detailed information for each item.

What the extranet page looks like

Who has an access to extranet page

For each page, you define separately the team that can see and work with it. The employees of your external partners will be the users of each extranet page. They will be given access as guests to a specific extranet page where you can collaborate with them. This means that you can share selected information or documents with them and manage their work through tasks. The extranet is secure so that guests do not get anywhere else in your corporate environment, they only see the information that you make available to them. You can imagine that a guest is only given the keys to the hallway and is not allowed to enter any further.  

How to activate and set up extranet

If you need to use extranet, it's easy. The actual enabling of the extranet needs to be done by the system administrator so that it is under the control of the company. Individual guests (partner employees) can already be invited by your users. For example, the project manager can invite team members this way. You can learn how to set up an extranet here.