How can I share a case outside of my organization?

Theator allows you to share a case with people outside of your organization by generating a shareable link. This is useful when you need to discuss a case with an external colleague, consultant, or collaborator who does not have a Theator account. It's also a secure alternative to downloading and emailing the video file — the shared view is de-identified (it contains no patient-identifiable information), and the link expires automatically after a period you choose (7, 14, 30, 90, or 180 days; 30 by default).

How to Generate a Shareable Link

1. Open the Case Page: Navigate to the case you want to share externally.
2. Click the Share Icon: Locate the Share button at the top of the case page.
3. Choose "Create a public link": In the share panel, select Create a public link. (The other option, Share within your hospital, is only for colleagues who already have Theator access.)
4. Set the options: Choose how long the link should stay active — 7, 14, 30, 90, or 180 days (30 by default) — and, if you'd like, toggle Share a specific moment to open the viewer at a particular timestamp.

5. Create the link: Click Create link. On desktop, the link is generated and copied to your clipboard automatically (you'll see a "Copied public case link to clipboard" confirmation); on mobile, your device's share sheet opens so you can send the link directly.
6. Send the Link: Paste the link to your recipient through email, messaging, or any other communication channel.

Creating a public link requires full access to the case. If your access to the case is anonymized, Create link shows an error instead of a link.

What the Recipient Sees

When someone opens the shareable link, they will be taken to a simplified case viewer (Case Lite) where they can:

• Watch the case recording directly in their browser.
• View key case details such as the procedure type and relevant timestamps.

The recipient does not need a Theator account to view the shared case.

Important Considerations

• Access control: The shareable link provides view-only access. Recipients cannot edit case details, add comments, or access other cases.
• Time-limited: A public link works for the period you chose (7, 14, 30, 90, or 180 days; 30 by default) and then stops working on its own.
• No early shut-off: A public link can't be revoked or disabled once you've created it. Anyone who has the link can open it until it expires, so choose the shortest period that fits and send it only to your intended recipient.
• Each link is separate: Clicking Create link again creates a new link with its own expiry. Earlier links keep working until their own expiry.
• De-identified: The shared Case Lite view contains no patient-identifiable information.
• Privacy: Only the specific case you share is accessible through the link. The recipient cannot browse other cases or access your account.
• Organization policies: Some organizations have policies about sharing cases externally. Check with your administrator before sending a public link if you're unsure.

External sharing via public links provides a convenient way to collaborate beyond your organization, with a de-identified view and an expiry you set.

What's Next?

• How can I share a case with other users? — Share cases within your organization
• How can I share cases automatically with my department? — The recommended way to share routine cases with a group