I have the following scenario:

Need to setup a form that contains a process name and a file associated with the process. This is the reference data.

On a particular trigger for a particular process, say X, I want to be able to send the file setup for process X to a specific person.

Right now, I am able to get a link to the file and I'm able to send the link in an email. But, when the other person tries to open the file, he cannot as he is logged on as another user and the app prompts him to login.

How do you ensure that person receiving the email is able to view the attachment or be able to view the file in the link without sharing the login credentials. 

Should the user getting these emails be a user of the app? If yes, should we assign any particular role or share the specific view with them?

Thanks in advance for all the help.