Overview of the External Publishing Feature
This feature is useful when you want to share manuals with people who do not have a Teachme Biz account, such as when creating instructional materials for customers.
- Manuals published in an "External Public Folder" can be viewed without logging in.
- To allow external users to view a manual, share the manual's URL (or QR code), or the public URL configured for the external public folder.
- You can set access restrictions on external public folders using passwords or referrer URLs.
- Access by external users is subject to a viewing limit that varies by plan.
Supported Plans
All plans
Viewing limits by plan
The monthly viewing limit differs depending on your contracted plan.
Please check the link below.
What features are available for each contracted plan?
https://help.teachme.jp/hc/en-us/articles/53663694992025
If you exceed the limit
You can increase the viewing limit by purchasing an additional paid option.
Related: The external viewing count has reached the limit. What should I do?
https://help.teachme.jp/hc/en-us/articles/900007185983
Other articles about external viewing counts
What are the conditions for a view to be counted as an external view?
https://help.teachme.jp/hc/en-us/articles/900005509686
Will I be notified when the external public viewing count is approaching or has reached the limit?
https://help.teachme.jp/hc/en-us/articles/900005510286
What is displayed when someone tries to access a manual after the external public viewing count has reached the limit?
https://help.teachme.jp/hc/en-us/articles/900005510306
How External Public Folders and Manuals Appear
When not logged in, the appearance differs from that of internal public folders and internal public manuals.
Related: What items can be customized within the external public folder or external public manual screen?
https://help.teachme.jp/hc/en-us/articles/4590705341849
External public folder viewed in a PC browser (with subfolders)
External public folder viewed in a PC browser (without subfolders)
External public manual viewed in a PC browser
Limitations
- The URL used for publishing begins with "https://teachme.jp/" and cannot be changed.
- Advanced search is not available when not logged in.
- IP address restrictions for external public folders are only available on specific plans. ※No longer accepting new subscriptions
- Teachme Biz Basic Plan
- Any plan + Long-term Contract Benefit 2022 (Access Restriction 3-Pack) or Long-term Contract Benefit 2022 (Access Restriction 3-Pack / SSO)
How to Get Started
Create an external public folder
Create a folder with the "Folder Type" set to "External Public Folder."
※ An existing "Internal Public Folder" cannot be converted to an "External Public Folder."
Users who can perform this action: Group administrators, Group sub-administrators
Related: Create folder (Web Browser)
https://teachme.jp/8/manuals/4929440/
Configure the external public folder
Review and update the settings for the folder you created.
Users who can perform this action: Group administrators, Group sub-administrators, Folder administrators, Folder sub-administrators
Related: View and update folder settings (Web Browser)
https://teachme.jp/8/manuals/4929542
Save manuals to the external public folder
Save the manuals you want to publish externally to the folder you created and publish them.
Create a new manual
The process for creating a manual is the same as for internal public manuals.
Users who can perform this action: Editors who are members of the created folder
Related: Create and edit manual (Web Browser)
https://teachme.jp/8/manuals/4929421
Move an existing manual to an external public folder
Users who can perform this action: Editors who are members of the folder where the manual currently resides
Related: Change manual folder (Web Browser)
https://teachme.jp/8/manuals/4929397/
Obtain the URL for a folder or manual
Obtain the URL needed to access the external public folder or external public manual.
External public folder URL
There is a separate URL for users who are not logged in, distinct from the URL for logged-in users.
Users who can obtain this: Logged-in users
Related: Find public folder URL for sharing (Web Browser)
https://teachme.jp/8/manuals/10279342
External public manual URL
The URL is the same regardless of login status.
Users who can obtain this: Users who can view the manual
Related: Copy manual title and URL with one click (Web Browser)
https://teachme.jp/8/manuals/7515095
Verify that the manual is accessible externally
You cannot verify external access conditions from a browser where you are logged in to Teachme Biz.
Please create a situation where you are not logged in to Teachme Biz before verifying.
Verify by logging out of Teachme Biz
- Log out of Teachme Biz in your browser.
- Close all other browser tabs that are accessing Teachme Biz.
- Access the external public URL and verify that you can view the external public folder or manual.
Verify using incognito mode
- Open your browser in incognito mode.
- Access the external public URL and verify that you can view the external public folder or manual.
If you cannot view the manual externally
Please check the following.
- Is the manual published?
Related: Save, Release, and update manuals (Web Browser)
https://teachme.jp/8/manuals/32462318
- Is the "External Publishing" setting for the external public folder set to "Public"?
Related: "This folder is private and cannot be viewed" is displayed and I cannot view the externally published manual.
https://help.teachme.jp/hc/en-us/articles/900005508166
- If any access restrictions are set in the external public folder's publishing settings, are you viewing it in a state that satisfies those restrictions?
Related: "Access to this content is restricted." is displayed. What should I do?
https://help.teachme.jp/hc/en-us/articles/6056243910937
- Is the message "Could not retrieve data" displayed?
Manuals with access restrictions cannot be viewed in the mobile app. Please try viewing them in a mobile browser.
Related: When I tap a manual URL on a mobile device, can I choose whether to open it in the app or in a browser?
https://help.teachme.jp/hc/en-us/articles/4406034621465
If the above steps do not resolve the issue, please contact our support team at support@teachme.jp with the following information.
- The URL of the external public folder in question
- The URL of the external public manual
- A screenshot of the screen showing the situation where viewing is not possible
- The circumstances under which you attempted to view it (browser type, referrer URL, etc.)
- The date and time when you attempted to view it
Frequently Asked Questions
- Can I restrict the viewing range within an external public folder?
https://help.teachme.jp/hc/en-us/articles/38853703114137 - Will externally published manuals appear in search engine results?
https://help.teachme.jp/hc/en-us/articles/54688019378713 - The external viewing count has reached the limit. What should I do?
https://help.teachme.jp/hc/en-us/articles/900007185983