Public sharing an entity is not using initial/default view

[Michael_Ichter]

I’ve come across this issue again:

October 30, 2025 / Share entities to web using access templates, New names for access levels, Improved File Fields support in automations

This is nice! One issue I’m seeing. I’m not sure how it decides which view or fields to show. It does not match either our “first” view (the one on the left of the views bar) or the view that’s open when initiating the share. Though the link opens in a single column view, it doesn’t match any of our single column entity views.

The user guide says “only the first (default) Entity View is visible for publicly shared entities.” This doesn’t seem to currently be working.

Here, you can see that we have a “Sharing” view for tasks. It’s just the Name, Description, and Files fields.

But here is what the publicly shared view looks like. This is much closer to our “Main View” entity view, pasted below for comparison:

[Chr1sG]

Do you have any entity view rules configured? I think the user guide is perhaps outdated, and shared views do now follow the rules

[Michael_Ichter]

@Chr1sG

Do you have any entity view rules configured?

Yes, though the Main View does not set it to be the default. The rules are for hiding certain views. The Sharing view only has a rule to hide it for users with the “Member” user role in the workspace.

@Chr1sG

I think the user guide is perhaps outdated

Ya, this could be the case.

Here’s the rule for “Sharing”:

And here’s the rule for “Main View”:

[Michael_Ichter]

Ok, this seems to be working now (public link opens the Sharing entity view), but only when I disabled the “Logged user conditions” rule for hiding the view, which means the Sharing view now has to appear for everyone in the workspace if it is to be viewable via the public link. This isn’t preferred since it adds clutter for most people in our workspace.

Furthermore, I set a default view for workspace members based on the “Task conditions”, but this also meant the public link opened up that view that was meant for workspace members. It’s not clear to me how the view used in via the public link relates to the rules, especially the “Logged user conditions”.

[Chr1sG]

What were your rules for hiding the entity views?

[Michael_Ichter]

The same as in the picture above: hide where User Role is Member.

[Chr1sG]

OK, I see the issue.
Indeed, the user guide is wrong with this:

@Michael_Ichter

The user guide says “only the first (default) Entity View is visible for publicly shared entities.”

since it seems like adding a logged user rule for hiding a view will cause that view to not be used for public sharing.

I will check whether this is something that can be fixed. I think you would be right to expect that a rule that hides a view for Admins, Members, Observers of Guests should not cause the view to be hidden for anonymous visitors via the shared URL