Edit link

Let a user update their own card, applying their changes straight away or after your approval.

An edit link is a personal link you email to a user so they can update their own card — photo, job title, phone numbers, social networks… — without needing dashboard access.

It is the simplest way to keep a directory current without typing everything yourself: you choose which fields the person may change, and whether their changes apply immediately or after your approval.

Send a link

Open Users and select one or more people.
Click Send email, then choose Edit link (the same menu also sends digital cards and other link types).
Choose how changes will be applied (see below).
Tick the editable fields.
Adjust the message if needed and send.

Each person receives a link of their own, valid for 7 days.

A screenshot of the send panel, showing the mode selector and the list of fields to tick, would help here.

Apply immediately, or review first

Two modes, chosen when you send:

Mode	What happens
Apply immediately	Changes are saved straight to the card. The link stays usable until it expires.
Review before applying	Changes are queued. An administrator reads them, edits them if needed, then approves or rejects.

In review mode, submitting consumes the link: the user can no longer use it once they have sent their changes. Their photo, too, stays invisible on their public card until you approve.

The default mode is Apply immediately.

Example

You ask 40 salespeople to update their photo and job title before a card print run. Choose Review before applying: you check each photo before it goes to print, and fix a misspelled job title along the way.

Choosing editable fields

You decide exactly what the person may touch: photo, first name, last name, job title, company, phone numbers, emails, addresses, social networks, custom links, and your custom attributes.

Unticked fields do not appear in the form, and are rejected server-side even if someone tried to force them.

Two special cases:

Fields managed by a Microsoft Entra synchronization may stay read-only whatever you pick: that happens when the field is set to Always overwrite, since the sync would overwrite it anyway. Fields set to Fill if empty or Don't import are never locked. See Import mode, field by field.
Among custom links, those pointing at a file in your media library are shown read-only. The user can add and edit their own (URL) links, but cannot rename or delete a file you put in place.

Reviewing and approving changes

When someone submits changes in review mode:

a badge appears on the Pending updates tab of the Users page;
a notification lands in the dashboard bell;
an email is sent to whoever sent the link.

To handle a request:

Open Users → Pending updates.
On the row marked To review, choose Review changes (or simply click the notification).
Read the summary: each change is shown as old value → new value.
Correct anything before accepting — you can edit a proposed value, remove one, or add one.
Approve (the values on screen are written to the card) or reject.

You can leave an internal note, useful to record why something was rejected in the history.

A screenshot of the review panel, showing the before/after summary and the proposed photo, would help here.

A rejection does not reopen the link: to give the person another chance, send them a new link from the same list.

Tracking sent links

The Pending updates tab lists every link sent, with its status:

Status	Meaning
Pending	The link was sent and never opened.
Opened	The person opened the link without saving anything.
To review	Changes are waiting for your decision.
Approved	You accepted the changes; they are on the card.
Rejected	You refused the changes; the card is unchanged.
Updated	The card was changed ("apply immediately" mode).
Expired	The 7 days have elapsed.
Revoked	You disabled the link.

From this list you can resend a link (the old one is revoked, and both the mode and the field selection carry over) or revoke a link that is still active.

Troubleshooting

The person says the link no longer works → it may have expired (7 days), been revoked, or already been used in review mode. Send them a new link.
A field is missing from their form → it was not ticked when sending, or it is set to "Always overwrite" in Microsoft Entra.
The new photo does not show on the public card → that is expected in review mode: it only appears once the request is approved.
A link cannot be revoked → a request is awaiting review. Handle it first.
No notification email received → check the spam folder; the notification stays visible in the bell and on the tab regardless.

In review mode nothing is written to the card until you accept — the photo included.