Sharing a record

This article is specific to the updated TrackVia UI released in Fall 2026

Share record sends one record by email to users in your TrackVia account or to any email address. You can share from a record's form on its own page or in the side panel, if your role has the Share permission on the view.

Sharing a record: before you begin

• Share record shows for Admins and for roles with the Share permission on the view the form opened through.
• Share record doesn't show on a blank form or on a record that isn't available.
• If you don't see Share record, ask your TrackVia admin. Admins turn sharing on or off for each role, view by view, in the role's settings. 
• You can share a record while forms are view only. Sharing doesn't change the record.

Sharing a record: send a record by email

1. On the record's form, click More (the three-dot menu).
2. Click Share record. The Share record window opens with the record's name under the title.
3. Click Recipients and select a user from the list. Type a name or email to narrow the list.
4. To share with someone outside your account, enter the full email address and select Add followed by that address.
5. Edit the Subject if you want. The subject starts with the record's name followed by "shared with you."
6. Enter a Message if you want. The message is optional.
7. Click Send.

A message in the bottom right of the screen confirms the record was shared and says how many recipients it was sent to. If the share fails, the Share record window stays open with what you entered so you can try again.

Sharing a record: add and remove recipients

• The Recipients list shows the users in your account by name, with each email below the name. You and anyone you've already added aren't in the list.
• Text that isn't a user or a full email address can't be added. The list shows "No users match. Type a full email address to add it."
• You can remove a recipient before you click Send.
• Send is turned off until you add at least 1 recipient.
• To use a keyboard, press the arrow keys to move through the list and Enter to pick a recipient. Esc closes the list without closing the Share record window.

You can share a record with users and email addresses. Sharing a record with a role isn't available in the new UI.

Sharing a record: share from the side panel

In the side panel, click More in the side panel's header, then click Share record. The Share record window opens over the side panel, and the side panel stays open behind it.

Click Cancel or the close button, or press Esc, to go back to the record in the side panel. Moving to another record or closing the side panel also closes the Share record window.

Sharing a record: what recipients get

• A record share sends once, with the record as it is at that moment. Record shares can't be scheduled.
• Every recipient gets the same email. The email doesn't use the recipients' names. The heading names the person who shared the record.
• Recipients who are TrackVia users with access to the record can open the record in TrackVia. Recipients outside your account can read the record in the email only. 

Sharing a record: what the email includes

The email shows every field and element on the form's layout. Fields are checked against the permissions of the person who shared the record, not the recipient's.

Warning: A shared record ignores the form's show/hide rules. Recipients can see fields that a show/hide rule hides on screen.

Some fields look different in the email than they do on the form:

• Image fields show a smaller copy of the image, with no link to the full-size file. The image's height follows the field's height on the form. At the default height of 1 row, the image is about 33 pixels tall, and each extra row adds 75 pixels.
• Document fields show the file name as plain text, with no link.
• Attachments fields don't show the files or thumbnails. 
• Location fields show a static map image.
• Multi-select widgets show "This widget is not supported in sharing."

Sharing a record: child views in the email

Child views on the form are included in the email when the person sharing the record has the Share permission on the child view. If they don't, the email leaves the child view out without a warning.

• Grid child views show the first 100 related records.
• A child view with no records shows "No Records".
• Chart and map child views show as a static image.

Sharing a record: sender address and replies

• Shared records come from alerts@trackvia.com. The sender name is the name of the person who shared the record.
• The reply-to address is the email address of the person who shared the record, so recipients can reply to the email to reach that person.

Sharing a record: accounts that use Custom SMTP

If your account uses Custom SMTP:

• Record shares go out through your account's SMTP server.
• If an admin set a custom address for alert emails, record shares come from that address instead of alerts@trackvia.com. 
• The sender name is still the name of the person who shared the record. The alert display name setting doesn't change record shares.
• The reply-to address is still the email address of the person who shared the record.
• TrackVia Support can't check on emails sent through Custom SMTP.

Sharing a record: see shares sent from your account

Super Admins can see every scheduled share in the account on the App Insights page. Record shares can't be scheduled, so they aren't listed there.

To send a whole view instead of one record, use Share this view in the view's options menu (the ellipsis in the view toolbar).

Related Articles

• Sharing
• Interacting with Forms
• Record History
• Interacting with Views
• Setting Up Custom SMTP