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Share task instructions

Use the sharing tools to decide who can view or edit a task instruction and to take its content beyond Klarify. This guide covers standalone global tasks and embedded task instructions.

Prerequisites

  • A task instruction is open (Create task instructions)
  • For sharing changes, you have the required permissions (see above)
  • For viewer invitations, links, printing, or Markdown, the published version is open

Invite members to view

The person must already be a member of your Klarify organization. To add a member first, see Invite employees to Klarify.

  1. Open the published task instruction and click the share icon in the header. Its tooltip reads Invite collaborators.
  2. In the Share panel, set the permission beside Share with members of your organization to Can view.
  3. Search for the member by name or email, then select them.

The member appears in the collaborator list with Can view access. The change takes effect immediately.

Assign editors

Editors can update the document as well as view it. How you assign them depends on whether you are viewing a draft or a published version.

Assign an editor to a draft

  1. Open the draft and click the Editors icon in the header.
  2. In Invite members to edit, search for the member by name or email.
  3. Select the member.

The member appears in the Editors list immediately.

Assign an editor to a published task instruction

  1. Open the published task instruction and click the share icon in the header.
  2. Set the permission beside Share with members of your organization to Can edit.
  3. Search for the member by name or email, then select them.

Global Editors automatically have edit access to all global tasks. Global Task Editors automatically have edit access to task instructions across the organization, including embedded task instructions, but they do not gain permission to edit process model structure.

Choose who can view a published task instruction

Open the published task instruction, click the share icon, and select the current visibility setting near the top of the Share panel:

  • Private — Only owners, performers, and collaborators can view.
  • My organization — All employees on Klarify can view.
  • Public — Anyone on the internet with the link can view anonymously.

The visibility changes as soon as you select an option. For an embedded task instruction, this setting applies to the containing process model.

  1. Open the published task instruction and click the share icon.
  2. Click Copy beside the document URL.
  3. Send the link to the intended viewer.

Click Show QR code if you want someone to open the task instruction by scanning a code instead. For an embedded task instruction, both the copied link and QR code open that task instruction directly, not its containing process model. The viewer can use Back to parent from the task instruction to navigate to the process model.

The selected visibility and any direct invitations still determine who can open the link or use the QR code.

  1. Click Print above the published task instruction.
  2. In your browser’s print dialog, choose a printer or select the option to save the page as a PDF.

Klarify prepares the complete task instruction for printing, including its checklist, instructions, attachments, links, and embedded content. The printout follows the content access available to you in the task instruction.

For a published global task, Print is also available from the document’s overflow menu.

Copy task context into an AI agent

  1. Click Copy Page above the published task instruction.
  2. Select Copy page as Markdown.
  3. Paste the Markdown into Claude, ChatGPT, or another AI agent with your request.

The Markdown gives the AI agent structured task context, including the owner, performers, overview, preconditions, steps, postconditions, attachments, links, embeds, and references.

Select View Markdown from Copy Page to open the raw Markdown in a new browser tab. For a public task instruction, you can give this URL to an AI agent that can open web links. If the task instruction requires sign-in, copy and paste the Markdown instead.

For a published global task, Copy page and View Markdown are also available from the document’s overflow menu.