Tenant Record Sharing

In most multi-tenant deployments, tenants are airtight — Tenant A never sees Tenant B's data. But there are valid scenarios where two tenants want to share specific records: a marketplace where buyers (Tenant A) see sellers' products (Tenant B), a partner integration where one tenant exposes a feed to another.

Two Sharing Models

• Owner-initiated: Tenant A opens a record and clicks “Share with…”, picks Tenant B and a permission level. Tenant B's eligible users get notified and can access the record from their own UI.
• Discovery-based: Tenant A marks the record as “discoverable by other tenants”. Tenant B searches a shared directory; matching records show up.

Permission Levels

• Read-only: Other tenant can see; cannot edit.
• Read-write: Other tenant can see and edit; changes show up in both tenants' history.
• Append-only: Other tenant can add child records or comments but cannot modify the parent.

Enabling Globally

1. Open Site Settings → Multi-tenancy → Record Sharing.
2. Tick which datastores allow sharing (default: all off).
3. Choose sharing models per datastore (owner-initiated, discovery-based, or both).
4. Set default expiry — records auto-unshare after this period unless renewed.

Worked Examples

• Marketplace: Sellers (tenant A) mark product records discoverable. Buyers (tenant B) search the global catalogue.
• Partner integrations: A consultancy (tenant A) shares specific project records with their client (tenant B) for collaboration.
• Mergers and acquisitions: A 90-day cross-share period lets two newly-merged orgs exchange operational data without immediately migrating.

Warning: Cross-tenant sharing breaks the airtight model many compliance frameworks (HIPAA, ISO27001) rely on. Get sign-off before enabling and audit the trail thoroughly.

When a record is shared with another tenant, the recipient tenant's relevant users should be notified — both at the moment of sharing and when subsequent changes happen. ActiveManage provides several notification channels for this.

Notification Types

• Initial share: Sent when the share is first created.
• Permission change: When read-only is upgraded to read-write, or vice versa.
• Record changes: When the source tenant edits the record (configurable: every change, daily digest, none).
• Share revoked: When the source tenant ends the share.
• Expiry approaching: 7 days before automatic expiry, optionally also at 1 day.

Delivery Channels

• Email: Default — actionable summary with a link.
• In-app banner: Notification bell badge.
• Push notification: Mobile-friendly summary.
• Webhook: Programmatic notification for integrations.

Configuring

1. Open Site Settings → Multi-tenancy → Record Sharing → Notifications.
2. For each notification type, tick which channels deliver.
3. Customise the email templates if needed (template names: share_initial, share_permission_changed, etc.).
4. Set who in the recipient tenant gets notified — all users, admins only, or a specific group.

Worked Examples

• Marketplace: Initial-share notification by email; record-change notifications batched into a daily digest to avoid notification fatigue.
• Consulting platform: Initial share + every change by email and push, because timing is critical to project work.
• API-driven integration: Webhook only — the partner system handles routing internally.