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 (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 — 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.

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 stays active only for the duration you choose (30, 90, or 180 days; 30 by default), then expires automatically, so access doesn't linger indefinitely.
• De-identified: The shared Case Lite view contains no patient-identifiable information.
• Link management: You can revoke or disable the shareable link at any time from the case page if you no longer want external access.
• 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 may have policies governing external sharing. Check with your administrator if you are unsure whether external sharing is enabled for your account.

External sharing via public links provides a convenient way to collaborate beyond your organization while maintaining control over what is shared.

Related Articles

• 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