> ## Documentation Index
> Fetch the complete documentation index at: https://docs.vowen.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Share links

> Publish a meeting note as a public link anyone can open.

<div style={{ marginTop: "-2.5rem" }}>
  <Info>Public share links are a <a href="https://vowen.ai" className="font-semibold underline-offset-2" style={{ color: "#8b5cf6", backgroundColor: "rgba(139, 92, 246, 0.12)", border: "1px solid rgba(139, 92, 246, 0.35)", padding: "2px 8px", borderRadius: "6px", fontSize: "0.85em", textDecoration: "none", whiteSpace: "nowrap" }}>Pro</a> feature. The Free plan can open links other people send, but cannot create its own.</Info>
</div>

## Overview

Publish any meeting note as a page at `https://share.vowen.ai/n/<id>`, where `<id>` is a 22-character
random string. Send the URL to anyone. They do not need Vowen, an account, or a login.

The published page shows the note's title, its date, its length, the speakers it found, and then the
summary and the transcript as two tabs. Visitors get a copy-link button, a copy-text button and a
light/dark toggle. The page carries `noindex, nofollow, noarchive`, so search engines will not list it.

## Publishing a note

<Steps>
  <Step title="Open the note">
    Go to **Notes** in the left sidebar and click the meeting note you want to publish.
  </Step>

  <Step title="Click Share">
    The **Share** button sits in the note's header. It opens a dialog summarising what is about to be
    published and what is held back.
  </Step>

  <Step title="Create the link">
    Click **Create public link**. Vowen uploads the note and copies the URL to your clipboard, then
    confirms with a "Public link created and copied" toast.
  </Step>
</Steps>

Once a note is shared, the header button changes to **Shared**, and clicking it reopens the dialog
with the URL, an **Open** button, an **Update** button and **Delete link**.

<Note>
  A note must have a summary or a transcript before you can share it. A note that is still
  processing, or one recorded with a transcript-only template that has not been transcribed yet, is
  rejected with "This note has no summary or transcript to share yet."
</Note>

## What is published

Vowen builds the upload from an allowlist in code, not from the note record as a whole. Only these
fields are ever sent:

| Field          | What it is                                                      |
| -------------- | --------------------------------------------------------------- |
| Title          | The note's title                                                |
| Date           | The note's timestamp                                            |
| Summary        | The summary markdown, including any edits you made              |
| Transcript     | The transcript segments, with their start and end times         |
| Speaker labels | The speaker names as you renamed them                           |
| Tags           | The names of the note's tags                                    |
| Duration       | Derived from the last transcript segment, not stored separately |

Your app language is sent too, so the page renders its date in the same locale.

## What is never published

These are excluded deliberately, and the exclusion is enforced twice: once when Vowen builds the
upload, and again on the server, which rebuilds the payload from its own allowlist before anything
is written to storage.

* The audio recording
* The video recording, if you recorded the screen
* Meeting screenshots
* **My Notes** (the context you typed during the recording)
* **Ask AI** conversations
* Important moments you marked during the recording
* Speaker voice embeddings and automatic speaker labels
* The Obsidian folder path the note was exported to
* Which summary template produced the note

## Security model

<Warning>
  **The link is the password.** There is no second factor and no access list. Anyone who has the URL
  can read the note, including anyone it gets forwarded to.

  The note is stored on Vowen's server as **plain JSON**. It is **not** end-to-end encrypted. The
  encryption in the share system protects your licence key in transit, not the note content, and
  Vowen can read what you publish.

  Do not publish a note you would not be comfortable with a stranger reading. If a link leaks, delete
  it (see below) rather than assuming the URL is too long to find.
</Warning>

The id is 22 base62 characters, roughly 131 bits of randomness, so guessing a valid URL is not a
practical attack. The realistic risk is the link being forwarded, pasted into a shared channel, or
left in a document.

## Updating a shared note

One note has one link, for its whole life. If you edit the summary, rename a speaker, or retag the
note and then click **Update** in the share dialog, the same URL now shows the new version. You do
not have to send a second link.

<Tip>
  Edits in the app do not reach the published page on their own. Fix the note, then reopen the share
  dialog and click **Update**.
</Tip>

The page is never cached, so an update is live for everyone the moment it finishes.

## Deleting a link

In the share dialog, click **Delete link**, then click again to confirm.

The note content and the social preview image are deleted from the server straight away. The URL
itself starts returning **HTTP 410 Gone** with a page reading "This link was deleted", so whoever
opens it learns the link was taken down rather than that they mistyped it. After **30 days** the
record is purged entirely and the URL falls back to a plain 404.

<Warning>
  Deleting a link is not reversible in place. If you share the same note again afterwards you get a
  brand new URL, and the old one stays dead. Handing the same address back out would silently
  un-delete the note for everyone who still had it.
</Warning>

Deleting the link does nothing to the note itself. The note, its audio and its transcript all stay
on your machine.

## Links do not expire

A live share link has no expiry date. It stays up until you delete it. The 30-day window described
above applies only to links you have already deleted.

## Across your devices

The share id and URL are stored on the note record, so they travel with
[cloud sync](/features/cloud-sync) like any other note field. A note you shared on your laptop shows
as **Shared** on your desktop, with the same link.

Whenever you open the share dialog, Vowen checks with the server whether the link is still live. If
you deleted it from another device, the local record is cleared and the note stops advertising a
dead link. If you are offline the check is skipped and the link you have locally is shown as-is.

## Limits

<AccordionGroup>
  <Accordion title="200 active links per licence">
    Once you have 200 live links, creating another is refused with "You have reached the limit of
    active share links. Delete one to create another." Deleted links do not count.
  </Accordion>

  <Accordion title="50 new links per day">
    Counted per UTC day, and only for links that are genuinely new. Pressing **Update** on an
    existing link does not consume any of the 50.
  </Accordion>

  <Accordion title="2 MB per note">
    Summary plus transcript text. A three-hour meeting lands around 150 KB, so normal use does not
    run into this. Oversized notes are refused rather than published truncated, so you never hand out
    a silently clipped copy of a meeting.
  </Accordion>
</AccordionGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="&#x22;Sharing is a Pro feature&#x22;">
    Share links require an active Pro licence, and Vowen re-checks the licence on the server for
    every create and delete. The Free plan cannot publish.
  </Accordion>

  <Accordion title="&#x22;No active licence found&#x22; or &#x22;Your licence could not be verified&#x22;">
    Vowen could not seal a valid licence credential for the request. Open **Settings > Account** and
    confirm your licence is still active, then try again.
  </Accordion>

  <Accordion title="&#x22;Could not check your licence right now&#x22;">
    A transient failure verifying the licence. Wait a moment and retry. Nothing was published.
  </Accordion>

  <Accordion title="The link preview in Slack or iMessage shows a generic card">
    Vowen renders a per-note preview image and uploads it separately from the note itself. If the
    card fails to render or upload, you still get your link. When there is no card the page falls
    back to a generic Vowen image. Press **Update** to try generating it again.
  </Accordion>

  <Accordion title="Someone reports the page says the link was deleted">
    The link was revoked, either by you or from another one of your devices. Share the note again to
    mint a fresh link, then send the new URL.
  </Accordion>
</AccordionGroup>