We use Monday WorkForms for operational reporting: Service Managers fill in forms and the system automatically sends the submitted details to our Technicians via email.
However, any images or files uploaded to the form cannot be viewed by Technicians, because they do not have monday.com accounts. The links embedded in the email lead to a permission error.
Hey Jano,
This sounds like a classic “Share with external users“ issue.
How complex is your form? How many times a week do people fill it roughly?
Is there a reason your technicians can’t be added as Viewers or Guests (non-paid)? Would that be an option in your setup, or are there constraints that prevent giving them monday accounts?
Hello @JanuszOzdowski This is expected behavior in monday.com, not a setup issue.
Files uploaded through Monday WorkForms are stored inside monday.com and follow its permission rules. Any file link requires the viewer to be logged into a monday.com account with access to the board or item. External users without accounts will always see a permission error.
Currently, monday.com does not support publicly accessible file links from WorkForms.
The practical workaround is to route file uploads to an external file host like Google Drive, Dropbox, or OneDrive using Make or Zapier, then email those shareable links to Technicians. This is the most reliable solution when files must be accessed by non monday users.
Hey @JanuszOzdowski If you are open to marketplace apps, you can easily do that with SuperMail, it allows sending automated emails from the board and to include the files from the file column.
SuperMail – Email Automation - monday.com Marketplace SuperMail – Email Automation - monday.com Marketplace
P.s you can also do that with SuperForm by sharing a view only form to existing item that will show all the details including files from the board. Depending on the use case, sounds like SuperMail is a smoother solution in your case.
There is an app on the marketplace that turns the file into a link that allows the receiver to download the file, whether they’re a monday.com user or not. It’s called Public Files.
I found it pretty easy to use- but happy to help if you need a hand.