Creating Share Links

Share links let you share documents with people outside your organization. Depending on the link settings, recipients can open the file, view it online, download it, or collaborate through the shared link.

Creating a Share Link

To create a share link for a document:

1. Navigate to the file in the Files module.
2. Right-click the file and open Share Externally.

   

3. Select Create Share.

   

4. Configure the link settings.
5. Click Create or save the link.

   

6. A link is then generated and can be Copied or Deleted.

Link Settings

When creating a share link, you can configure different access and security options.

Permission Level

A share link can use different permission levels depending on the document type and the sharing options available.

• Download Only
• View in Browser lets recipients read the document without editing it
• View and Edit lets recipients modify the document if editing access is allowed through the link

  

Expiration Date

You can set a time limit for the link.

• choose a date when the link stops working
• after the expiration date, recipients can no longer use the link

  

  
  

Sharing the Link

Once the link is created:

1. Copy the generated link.

   

   
   
2. Send it to recipients by email, chat, or another method.
   
3. Recipients use the link to open the shared document.

You may also be able to send the link directly from the sharing window.

What Recipients Experience

When someone opens a shared link, they may go through a short access process before opening the file.

A recipient may need to:

1. Click the share link.
2. Enter their Email Address and Full Name if requested.

   

3. Receive a verification code by email.

   

   

4. Enter the code to verify access.

   

5. The document will open automatically.

You can review and manage active links after they are created.

View Existing Links

1. Open the External Sharing Window for the document.
   
2. View the active links and their settings.

Modify a Link

1. Find the link in the list.
2. Open its settings.
3. Change the permission level, expiration date, or recipient restriction.
4. Save the changes.

Delete a Link

1. Find the link you want to remove.
2. Click Delete or Remove.
3. Confirm the deletion if prompted.
4. The link stops working immediately.

Multiple Links

You can create more than one share link for the same document.

This can be useful when you need:

• different links for different recipients
• different permission levels for different use cases
• separate links for easier tracking and control

Security Considerations

When creating share links:

• use recipient restrictions for sensitive documents
• set an expiration date when possible
• use View Only when editing is not required
• review active links regularly
• remove links that are no longer needed

Link Access Tracking

If link activity details are available, you may be able to review how a link has been used.

This can include:

• when the link was used
• which email addresses accessed the document
• the history of access activity