🔄 Sharing Subjects Between Organizations

Note: Sharing is available only on Premium plans.

Overview

The sharing feature allows organizations to securely share subject screening results with other organizations, enabling collaboration while maintaining data privacy and control.

Step 1: Connect Organizations

Before sharing subjects, organizations must establish a connection.

Getting Your Organization UUID

1. Go to Organization Settings
2. Your UUID is displayed under the Organization name
3. Alternative: Navigate to Connected companies tab to view your UUID

Adding a Connection

As the Sharing Organization:

1. Provide your UUID to the organization you want to share with
2. Wait for them to add your UUID to their system
3. Once added, they'll appear in your available organizations list

As the Receiving Organization:

1. Obtain the UUID from the sharing organization
2. Go to Organization Settings → Connected companies tab
3. Click Connect organization
4. Enter the UUID provided
5. Click Add connection

Managing Connections

• Each organization can see all connected organizations
• Connections must be established before any sharing can occur
• Multiple organizations can be connected simultaneously

Step 2: Share Subjects or Tags

Once connected, you can share in two ways:

Option 1: Share Individual Subjects

1. Navigate to the subject you want to share
2. Click the Share button on the subject
3. Select one or more organizations from your connected list
4. Choose the sharing level (see Access Levels below)
5. Confirm the share

Benefits:

• Precise control over what's shared
• Share one subject with multiple organizations
• Ideal for specific case collaboration

Option 2: Share by Tags

1. Define one or more tags to share
2. Select organizations from your connected list
3. Choose the sharing level
4. All subjects with those tags are automatically shared

Benefits:

• Automatic sharing based on categories
• Efficient for ongoing partnerships
• Dynamic updates as subjects are tagged

Access Levels

When sharing, you must select the information level:

Full Information

• Complete access to all check details
• Can generate detailed reports
• Similar to "Detailed role" permissions

Overview Only

• Limited to summary information
• Can only generate summary reports
• Similar to "Member role" permissions

Managing Shared Subjects

Viewing Shares

On the subject page, you can:

• See which organizations have access
• View the sharing level for each organization
• Track when sharing was established

Removing Shares

• Click on the subject
• View current shares
• Select organizations to remove
• Confirm removal of access

Tag-Based Sharing Updates

• Tag removed from subject: Subject automatically removed from share
• Tag added to subject: Subject automatically added to existing tag shares
• Share removed: All subjects under that tag lose shared access

Important Considerations

Data Retention

• Shared subjects follow same retention rules as local subjects
• When retention period expires, data is deleted for all organizations
• Both sharer and sharee must comply with retention policies

Tag Visibility

• Subject tags are NOT visible to receiving organizations
• Exception: Tags used for sharing are visible to maintain context
• Organizations cannot see other internal tags

Permissions and Control

• Only the sharing organization can modify or remove shares
• Receiving organizations have read-only access
• Sharing level cannot be changed after creation (must remove and re-share)

Best Practices

Before Sharing

✅ Verify you have appropriate consent to share data ✅ Confirm the receiving organization's identity via UUID ✅ Document sharing agreements between organizations ✅ Review which access level is appropriate

During Sharing

✅ Use tags for categories that require regular sharing ✅ Use individual sharing for one-time or sensitive cases ✅ Regularly review active shares ✅ Monitor who has access to what information

Security Considerations

• Each connection requires explicit UUID exchange
• Shares can be revoked at any time
• Audit trail maintained for all sharing activities
• Data remains encrypted during transfer

Common Use Cases

Recruitment Agencies & Clients

• Agency shares candidate screenings with client companies
• Use tags like "ClientA-Candidates" for automatic sharing
• Client sees results but cannot modify orders

Multi-Entity Organizations

• Parent company shares screenings with subsidiaries
• Regional offices share cross-border employee checks
• Centralized screening with distributed access

Contractor Management

• Primary contractor shares subcontractor screenings
• Project-based sharing using project tags
• Temporary access that can be revoked post-project

Troubleshooting

Cannot See Organization in List

• Verify you've added their UUID correctly
• Check for typos in UUID entry
• Ensure connection was saved properly

Shared Subject Not Visible

• Confirm sharing was completed successfully
• Check if tag is still applied (for tag-based sharing)
• Verify receiving organization's users have proper permissions

Cannot Remove Share

• Only the sharing organization can remove shares
• Check you have appropriate user permissions
• Ensure you're viewing from sharer's account

💡 Pro Tip: Create a naming convention for sharing tags to maintain organization and make it easy to identify which subjects are being shared with whom. Document your sharing relationships and regularly audit active shares to ensure compliance with data protection requirements.