Generated files can contain participant details, payment records, route information, ticket data, or operational notes. SmartGig therefore treats downloads as controlled records rather than permanent public files.
What secure downloads help with
- Limiting access to users with the right organisation and permission.
- Recording download activity where supported.
- Avoiding permanent public URLs for operational documents.
- Allowing old generated files to expire when they should not remain available forever.
How to share outside SmartGig
- Download the correct current export first.
- Share it through your organisation's approved email, file, or contractor handover process.
- Avoid forwarding private SmartGig links unless the recipient is meant to use that controlled access path.
Who can access files
- Access depends on organisation membership, role permissions, and the module that produced the file.
- A file visible to an owner may still be hidden from a user with limited event or module access.
- If someone outside the organisation needs a copy, share the downloaded export through your approved process.
If a download is unavailable
- Check whether the document status is completed.
- Check whether the file has expired.
- Regenerate the export if the module supports it.
- Check your role has access to the document or module.
If a file is meant for outside the organisation, download the correct current export and share it using your normal approved process. Do not forward private SmartGig links unless that is your intended access model.
Related articles
Document Centre Overview
Find generated reports, invoices, tickets, site plan visuals and snapshot bundles, running orders, transport job sheets, statuses, and secure downloads in one place.
Generated Export Lifecycle
Understand queued, running, completed, failed, expired, regenerated, and downloaded export states.
Fix Failed or Stale Exports
Work out what to do when an export fails, stays queued, expires, or no longer matches the current event record.