This guide is for users who have been added to a Hub with the External Member role in DekkoCORE. It explains what you can do, what you cannot do, and how the External Member role differs from other roles in the Hub. As an External Member, you are typically not part of the organisation that holds the DekkoSecure subscription. Instead, you have been invited by one of that organisation's users to collaborate on specific files or projects within their Hub. Your organisation does not need its own DekkoSecure subscription for you to participate.
If you are new to DekkoSecure and have not yet registered or logged in, please start with the DekkoCORE Quick-start Guide.
What is an External Member?
External Member is the role designed for users outside of the Hub's organisation who need to collaborate on specific files or projects. It gives you access to core collaboration features (uploading, sharing, signing, messaging) but with restricted visibility compared to a Team Member.
You are an External Member if someone in the Hub added you and assigned you this role. You may be an External Member in one Hub and hold a different role in another Hub.
What can an External Member do?
As an External Member, you can:
- Upload files and folders to the Hub
- Share files and folders with Team Members in the Hub
- Request signatures from Team Members in the Hub
- Sign documents when a signature is requested
- Send mail messages to Team Members in the Hub
- Join video conferences
- Use live document collaboration
- View Team Members in the Hub contact list
- Create additional Hubs (if allowed in the Tenancy Policies)
You cannot:
- See or interact with other External Members in the same Hub
- View other External Members in the Hub contact list
- Access Hub Admin or Tenancy Management controls
- Access other users' content (files and messages) unless content is shared with you explicitly
- See Hubs you are not a member of
How does External Member differ from Team Member?
The key difference is visibility. As an External Member:
- You can only see and interact with Team Members in the Hub. Other External Members are not visible to you in the contact list, and you cannot share files with or send messages to them.
- Team Members can see all Hub members, including other Team Members and all External Members.
This design ensures that external partners, contractors, or collaborators can work with the internal teams without gaining visibility of other external parties involved in the same Hub.
Getting started
1. Log in
Log in to the DekkoCORE instance for your region:
Australian government and industry: au.dekko.io
Canadian government and industry: ca.dekko.io
US government and industry: us.dekko.io
Swiss government and industry: ch.dekko.io
Healthcare professionals: health.dekko.io
If you have not yet registered, follow the instructions in the invite email you have received or see the Quick-start Guide.
2. Navigate to your Hub
Once logged in, select the Hub dropdown menu in the top middle of the screen. You will see a list of all Hubs you are a member of. Select the Hub you want to work in.
If you do not see any Hubs, your Tenancy Manager or Hub Admin may not have added you yet. Contact them or submit a support request.
3. Upload files
To upload files to your Hub:
- Open the Hub you want to upload to.
- Select Upload files or drag and drop files into the file area.
- Depending on your Tenancy Policies you may need to select a file attribute when uploading.
- Your files will be encrypted and uploaded.
For detailed instructions, including folder uploads and large file handling, see Uploading Files, Uploading Folders and Upload Accelerator App.
4. Share files
To share a file with another Hub member:
- Locate the file in your Hub.
- Select the file and click the Share button.
- Type the recipient(s) email address.
- Decide the sharing permissions you want to give the receiver.
- Share the file by clicking Share.
The recipient will receive a notification that files have been shared with them. Note: you can share files with Team Members, not with other External Members.
For detailed instructions, see Sharing Files and Sharing Folders.
5. Set up two-factor authentication
If your organisation uses standard authentication (not SSO) and has enforced two-factor authentication (2FA), you will be prompted to set up 2FA when you first log in. DekkoSecure uses TOTP-based 2FA with an authenticator app.
For setup instructions, see: Enable 2FA from a Prompt and Enable 2FA Manually.
6. Create a profile signature and stamp
If you will be signing documents in DekkoSecure, set up your profile signature and stamp before your first signing request. This saves time and ensures your signature is ready when needed. See the guides on how to Create a Profile Signature and Create a Profile Stamp.
FAQ for External Members
Why can I not see all Hub members?
This is by design. As an External Member, you can only see Team Members in the Hub contact list. Other External Members are hidden from you. This protects the privacy of other external parties working in the same Hub.
I was added to a Hub but cannot see any files
Being added to a Hub does not automatically give you access to files already in the Hub. Files must be explicitly shared with you by the file owner. If you expect to see files but do not, ask the person who added you to share the relevant files and/or folders with you.
I need to collaborate with another External Member
You cannot share files with or message other External Members directly. If you need to collaborate with another external party, ask a Team Member to facilitate the exchange, or ask the Hub Admin whether a different Hub structure would better suit the workflow.
I need to do something that requires a higher role
If you need to add or remove users, change Hub settings, or perform other administrative tasks, contact the Hub Admin. If you are unsure who your Hub Admin is, check the Hub member list (Team Members will be visible) or contact the organisation's Tenancy Manager.
Why can’t I log in using the corporate login button?
Two things to be aware of. First, DekkoCORE is an invite-only platform. You must be invited by your collaboration partner before you can log in. If you have not received an invite email, contact the person or organisation you expect to collaborate with.
Second, corporate login (SSO via Microsoft Entra ID) is only available to organisations that have configured this integration with their own Microsoft tenant. As an External Member, your email domain belongs to a different Microsoft organisation than the one that set up the integration. Each organisation requires its own separate Entra ID integration, so the corporate login button will not work for external email domains, even if the Hub you are joining belongs to an organisation that uses SSO. Please use the standard email and password login instead.