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 instruction guides 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 set for each external public folder.
- You can configure access restrictions for external public folders using passwords or referrer URLs.
- Access by external users is subject to a monthly viewing limit that varies by plan.
Supported Plans
All plans
Viewing limits by plan
The monthly viewing limit varies depending on your contracted plan.
Please check the link below.
Tell me about Teachme AI features and supported plans
https://help.teachme.jp/hc/en-us/articles/29512820683801
When the limit is exceeded
You can increase the viewing limit by adding a paid option to your contract.
Related: The external viewing count has reached its 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 toward the external viewing count?
https://help.teachme.jp/hc/en-us/articles/900005509686
Will I receive a notification 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 its limit?
https://help.teachme.jp/hc/en-us/articles/900005510306
How External Public Folders and Manuals Appear
When not logged in, external public folders and manuals appear differently from internal public folders and manuals.
Related: What items can be customized within the external public folder or manual screen?
https://help.teachme.jp/hc/en-us/articles/4590705341849
Viewing an external public folder in a PC browser (with subfolders)
Viewing an external public folder in a PC browser (without subfolders)
Viewing an externally published manual 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 - Note: 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."
- Note: You cannot change an existing "Internal Public Folder" 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 of 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 and publish the manuals you want to make externally public in the folder you created.
Create a new manual
The process for creating a manual is the same as for internally published 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/
Get the URL for a folder or manual
Obtain the URL for accessing the external public folder or externally published manual.
External public folder URL
In addition to the URL for logged-in users, there is a separate URL for users who are not logged in.
Users who can obtain this: Logged-in users
Related: Find public folder URL for sharing (Web Browser)
https://teachme.jp/8/manuals/10279342
Externally published 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 publicly accessible externally
You cannot verify public access under the same conditions as an external user while logged in to Teachme Biz in the same browser.
Make sure you are in a state where you are not logged in to Teachme Biz before checking.
Verify by logging out of Teachme Biz
- Log out of Teachme Biz in your browser
- Close all browser tabs that are accessing Teachme Biz
- Access the external public URL and confirm that you can view the external public folder and manually published manuals
Verify using private/incognito mode
- Open your browser in private/incognito mode
- Access the external public URL and confirm that you can view the external public folder and externally published manuals
If you are unable to 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 of 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 the content while meeting 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 "Could not retrieve data" being 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 it opens in the app or the browser?
https://help.teachme.jp/hc/en-us/articles/4406034621465
If the issue is not resolved after checking the above, please contact our support team at support@teachme.jp with the following information.
- The URL of the relevant external public folder
- The URL of the externally published manual
- A screenshot of the screen showing the situation where viewing is not possible
- The circumstances when 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 its limit. What should I do?
https://help.teachme.jp/hc/en-us/articles/900007185983