The specific characteristics of the role 'Guest user' are outlined in the article "Guest users". With that knowledge available there, in this article we'll cover:
1. How to share an item with a Guest user
To share an item with a Guest user, open the Share menu and type in the name of the person you're looking for.
If the Guest user is already an active user on your workspace
the name will appear in the list of available members, and you can just select him/her, grant the appropriate permissions, and confirm your action.
If the Guest user is not yet onboarded to your workspace
(s)he will not appear in the list of available members. To invite this new Guest user to your item (and indirectly: to your workspace), please use the same search box to enter his/her email address. Choose the appropriate permission level, and press 'invite'
In both situations, Guest users can be assigned either 'Can Comment' or 'Can View' permissions only.
When you're done, the Guest user will reflect in the 'Specific Access' group, as:
Guest: In case the Guest user was already active in this workspace
Guest 'pending': in case the Guest user is new to this workspace.
2. Journey for Guest users, who had something shared with them
When an item is shared with a Guest user, (s)he automatically receives an email notification.
If the Guest user is already an active user on your workspace
The notification email will take him directly to the shared item (e.g. the Asset you shared with him). He can also use the 'Shared with me' navigation item, where he can find a list of items that were specifically shared with him - for easy (re)access.
If the Guest user is not yet onboarded to your workspace
The notification email will take him first to the page, where he can register his Cohero account. Once that's in place, he will be redirected to the specific item that was shared with him. He can also use the 'Shared with me' navigation item, where he can find a list of items that were specifically shared with him - for easy (re)access.
3. Changing permissions for added Guest users
The Guest user has not yet been onboarded (pending invite)
When a Guest user has not yet been onboarded to this workspace, this will reflect by showing the Guest user as 'Pending invite'. This means the Guest user has not yet completed his Cohero account. This does not stop you from changing this Guest user's permissions. Simply click open the permissions menu, and choose either:
Can comment
Can view
No access
Revert to Default access
The Guest user is active on the workspace
Permissions of existing Guest users can easily be altered, similarly to how permissions are managed for regular Members. Simply click on the granted permission next to the Guest user, and choose either:
Can comment
Can view
No access
Revert to Default access