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 
 
 Navigate to the document. 
 Open the sharing settings for that file. 
 Find the External Links section.
 
 
 Review all active share links linked to that document.
 
 
 
 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 
 
 
 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