# Revoking External Access

When external users no longer need access to a document, you can remove that access by revoking the share link.

**When to Revoke Access**

You may want to revoke external access when:

- A project or collaboration has ended
- Your relationship with the external party has changed
- The document is no longer relevant
- A security concern has come up
- Access was granted by mistake
- The person who shared the file is no longer with the organization

**Revoking a Share Link**

1. Navigate to the document.
2. Open the **External Sharing** option.
3. Find the share link you want to revoke.
4. Click **Delete**. [![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/REXimage.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/REXimage.png)
5. Confirm the deletion.

**What Happens When Revoked**

When a share link is revoked:

- The link stops working immediately
- Recipients will no longer be able to use it
- Any active access through that link may end
- Future access with that link is no longer possible

**Revoking a Single User**

If you only need to remove access for one external user without deleting the entire share link, you can revoke that user individually from the **Verified Guests** list.

1. Open the document sharing settings.
2. Find the external share link.
3. View the **Verified Guests** list for that link.
4. Locate the user you want to remove.
5. Click **Revoke** in the **Actions** column. [![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/Bpyimage.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/Bpyimage.png)
6. Confirm the change.

After revoking that user:

- That person can no longer use the share link
- Other verified users on the same link keep their access
- The share link itself remains active
- The revoked user would need to be verified again or receive new access if needed later

**Revocation Is Immediate**

Unlike an expiration date, revocation happens as soon as you remove the link.

- Revocation takes effect instantly
- No scheduled end date is required
- It is useful when immediate action is needed

**Impact on Recipients**

Once access is revoked:

- Users can no longer open the document through that link
- Saved or bookmarked links stop working
- Email links previously sent become invalid
- A new link is required if access needs to be granted again later

**Revoking vs. Expiration**

**Revocation**

- Takes effect immediately
- Requires manual action
- Best for unexpected situations
- Does not rely on a scheduled date

**Expiration**

- Takes effect on a set date
- Ends automatically
- Best for planned access periods
- Works well when you already know when access should end

**After Revocation**

After a link has been revoked:

- The old link cannot be used again
- A new link must be created if access is needed later
- Access records may still remain available for review or audit purposes

**Communicating Revocation**

When appropriate, you may want to notify affected users.

- Let them know access has ended
- Share an updated link if continued access is still needed
- Provide context if the change affects an active project

**Security Incidents**

If access is being revoked because of a security concern:

1. Revoke access immediately.
2. Review recent access activity.
3. Check what may have been opened or viewed.
4. Follow any required reporting process.
5. Consider additional security steps if needed