--- title: "🔄 Sharing Subjects Between Organizations" url: "https://help.scaut.com/en/article/-sharing-subjects-between-organizations" language: "en" last_updated: "2025-08-21T20:07:52.013Z" --- # 🔄 Sharing Subjects Between Organizations Learn how to share screening results with partner organizations using Scaut's secure sharing feature. **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.