Overview
8x8 Work users can make meeting assets publicly accessible and shareable for the meetings that they have attended.
Shareable assets can include any or all of the following items, the availability of which is dependent on the specifics of each meeting:
- Participants list
- Recordings
- Screenshots
- Chat
- Transcriptions
- Summaries
- Action items
- Links (shared materials)
Applies To
- 8x8 Work
- Meetings
- Meeting Asset Sharing
- Beta
Before You Begin
Here are some important points to keep in mind before you enable and use this feature.
Beta: This new feature of 8x8 Work is currently in Beta status, and has been made available to all 8x8 customers. Some aspects of this feature could change when it is released to GA/production status (General Availability).
Enablement: This feature is managed via an admin-level meeting setting in 8x8 Admin Console, and at this time is disabled by default. You can enable or disable this feature globally using the instructions in this article.
Feedback: If you would like to provide feedback about this new feature, please let us know! Submit your feedback by clicking on the ? icon at the bottom-left of 8x8 Work, and then Send feedback.
Shared Asset Availability:
- Only authenticated 8x8 Work users who have attended a meeting can generate a share link for that meeting.
- Once an attended meeting has ended, any attendee can generate a link to the sharable assets, which they can then distribute for immediate access. Any meeting attendee can access the share link for as long as it is active.
- Only one shared assets link can be generated at a time, per meeting.
- 8x8 Work users who have not attended a specific meeting can access its shared assets after the share has been created, and the link has been provided to them (such as by chat or email).
- Anyone – within or outside of your company – who receives an active shared assets link will have access to that specific meeting’s resources, regardless of whether or not they are Work app users.
- Re-enabling permissions that have been revoked will restore access to all previously created links that are currently within their set availability period.
Sharing Assets
- In your 8x8 Work app, click the Meetings icon to access your meetings.
- Click Past Meetings In the meetings panel on the left side.
- Click to select a past meeting for which you want to share assets.
- At the right side of the meeting session details, click the Share meeting icon next to Join Meeting.
- A Share meeting dialog box will appear. Click Create link to generate a shareable link to the assets.
- Click Copy link to copy it to your PC’s clipboard, and paste it appropriately into a web browser, notepad, or email, etc, to access it or share it with others.
- The meeting asset link must be shared and accessed as-is, since it contains critical meeting-specific info and formatting:
- Your meeting asset link will expire 30 days from its generation date, and must be re-generated if a share is needed again.
- Attempting to access a link that has expired or has been revoked will result in the following error message:
Enabling Asset Sharing and Shared Links
8x8 Admin Console Administrators can enable asset sharing and all currently-enabled asset sharing links together from 8x8 Admin Console, in the Meetings > Settings section.
- Click the control menu icon at the top-left of Admin Console to access more options, then select Meetings.
- On the Meetings page, click Settings and scroll down to Meetings assets.
- Click the slider to enable (blue) Allow meeting assets to be shared publicly.
- Click Save at the bottom of the page to complete the change.
Disabling Asset Sharing and Shared Links
8x8 Admin Console Administrators can disable asset sharing and all currently-enabled asset sharing links together from 8x8 Admin Console, in the Meetings > Settings section.
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Important: Re-enabling this permission will restore access to all previously created links that are currently within their set availability period. |
- Click the control menu icon at the top-left of Admin Console to access more options, then select Meetings.
- On the Meetings page, click Settings and scroll down to Meeting assets.
- Click the slider to disable (gray) Allow meeting assets to be shared publicly.
- Click Save at the bottom of the page to complete the change.
Shared Asset Indicator
To determine if a meeting’s assets have already been shared, navigate to the Past Meetings tab in your 8x8 Work Meetings panel.
The Share meeting icon will appear at the top-left of all past meetings for which asset sharing has been enabled. The icon will no longer be displayed if a share link is not valid for that meeting session.
Note: This feature is not currently available in the 8x8 Work for Mobile app, but will be made available at a later date.
Obtaining or Revoking a Shared Asset Link
After a meeting’s shared assets link is created, that share becomes visible to and is accessible by any 8x8 Work user who attended the specific meeting.
To obtain (or revoke) the link as a meeting participant, use a process similar to the one used to share a meeting’s assets:
Note: Any meeting participant can access, copy, or revoke the share at any time.
- In your 8x8 Work app, click the Meetings icon to access your meetings.
- Click Past Meetings in the meetings panel on the left side.
- Click to select a past meeting for which you want to copy or revoke a shared asset link.
- At the right side of the meeting session details, click the Share meeting icon next to Join Meeting.
- Copy or revoke the share, as needed:
- Copy: To copy the shared assets link, click Copy link, and paste it appropriately from your PC’s clipboard.
- Revoke: To revoke access to the share, click Remove link.