# Managing External Shares

After creating share links, it is important to review and manage them over time. This helps you keep access organized, up to date, and secure.

**Viewing All External Shares**

**For a Single Document**

1. Navigate to the document.
2. Open the sharing settings for that file.
3. Find the **External Links** section. [![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/5TGimage.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/5TGimage.png)
4. Review all active share links linked to that document. [![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/4C5image.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/4C5image.png)

**Share Link Information**

For each share link, you can typically review:

- **Created Date** — when the link was created
- **Permission** — whether the link allows **View** or **Edit**
- **Expiration** — when the link will stop working
- **History Access —** whether recipients can view the document’s version history
- **Verified Guests** — who currently has access, with their verified email details

[![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/3Wgimage.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/3Wgimage.png)

**Regular Maintenance**

**Periodic Review**

- Review active external shares on a regular schedule
- Identify expired or unused links
- Remove links that are no longer needed

**After Projects End**

- Revoke project-related share links
- Archive or secure completed documents
- Keep a record of who had access when needed

**Bulk Management**

If bulk tools are available in your environment, you may be able to:

- Remove multiple expired links
- Export sharing activity or access reports

**Best Practices**

- Review external shares regularly
- Remove unnecessary access promptly
- Use expiration dates whenever possible
- Keep notes about why a link was created
- Pay extra attention when sharing sensitive documents