Shared transcript links: who can access

When a video call is recorded and transcribed inside NearbySpy, the resulting transcript can be shared with specific people via a link. This article explains exactly who can open a transcript link, how the link is scoped, and what to do if you want to revoke access.

What a transcript link is

A transcript link points to a stored conversation transcript that lives inside a Case. The link itself is not a magic public URL. Opening the link triggers the same authentication and authorization checks that any other Case resource would. If the requester cannot prove they are a member of the Case with at least the required Case role, the page returns an access-denied response — see What to do when you see access denial on a Case.

Who can open a transcript link

• Owner and Admin on the Case — always.
• Investigators and Operators assigned to the Case — always.
• Viewers on the Case — read-only access to the transcript text.
• Clients on the Case — only when the originating call or Operation has Client visibility set appropriately. See Controlling what Clients see on Operations.
• Anyone else — never. Public sharing is not supported.

What the link does not do

Sending a transcript link to someone outside the Case does not grant them access. The recipient still has to be signed in to a NearbySpy account that holds membership on the Case. There is no anonymous viewer, no expiring "share with anyone" mode, and no embed code that would expose the transcript on a third-party site.

How transcripts are stored

Transcripts are first-class Case-data records. They carry a case_id and are filtered by row-level security exactly like Operations and Evidence. The same audit trail captures who accessed the transcript and when — useful if you ever need to demonstrate that a particular party did or did not view it.

Linking from messages or notes

It is normal to paste a transcript link into the in-Case chat or into Using Case Notes. Pasting the link does not change permissions. The viewer still needs Case membership and the right role to open it. This is also true if you paste the URL into an external email — opening still requires sign-in.

Revoking access

Because access is determined at request time by Case membership and visibility settings, the way to revoke access is to remove the person from the Case or to change Operation visibility. There is no separate "kill link" action — the link itself stops working for the affected user the moment their membership or visibility changes.

Privacy and indexing

Transcript pages are not indexed by search engines. Public discovery of NearbySpy content is limited to marketing and listing pages, which is covered in How public pages get indexed. For broader privacy context read Privacy basics for Cases and Evidence.