Use this guide to set up an external recipient so they can receive distributed Duty reports by email without being able to sign in to Reach.
This process creates a contact record and assigns report distribution access without providing a Reach username. That means the person can receive notifications and Duty reports, but cannot log in.
Instructions
Go to System Config > Infinity.
Create a new Role called Third Party or External Party.
Set the Base Security Level to Staff.
Go to People Management and select Add New Contact to create the person in Reach.
Do not give the user a Username. This prevents them from logging in to Reach, while still allowing them to receive notifications and distributed reports by email.
After the contact has been created:
Go to System Config > Duty Reports and add their email address to the section they should receive.
Best practice: Use a clearly named role such as External Party so administrators can easily identify users who are intended only for report distribution.
What this setup does
Allows external parties to receive Duty reports by email
Prevents external parties from accessing Reach directly
Keeps permissions simple by using a dedicated role
If a username is entered for the contact, they may be able to access Reach depending on other security settings. Leave the username blank when the user should only receive emails.
Quick checklist
- Created a role named Third Party or External Party
- Set the base security level to Staff
- Added the contact in People Management
- Leave the Username field blank if you do not what them to access Reach
- Added the email address to the correct Duty Reports section