You can share files and/or folders internally with your peers or with users from outside your organization. We have a single way to share files and folders internally, and two ways to share them externally.
Internal Sharing
Click the file and/or folder and then right-click to select Share -> Internal Share. Alternatively, select Share and then Internal Share from the navigation bar menu item. Enter the user, organization (a branch office, for example), team, or user group in the Visibility input box. Once done, you can block notifications by clicking Do not send Notifications and then clicking Copy Links to copy the link to your selection to be able to paste in an email or chat, or Share to send an email and/or in-platform notifications to the recipients so they can view the contents you shared.
Shared files have a people icon next to them in the listing to show they are shared.
External Sharing
You can either register external recipients’ emails and share them directly, or send a public link that allows them to enter their own emails and access shared content.
When you click External Share, the platform will redirect you to a page to manage external sharing. You will see a panel called “Add External Share” where you can enter multiple external emails and then set other options for your recipients. External shares expire automatically 3 weeks after sharing. You can make it permanent by clicking “Without expiry,” entering a future date, or specifying the number of times the link can be accessed.
Once done, either click Add or Send Link. Adding will create a unique sharing link and add the emails to the external users listing (one of the two listings on the screen). This will not send an email to the external users. Instead, you must copy them using the link icon in the corresponding row at the External Users listing. Additionally, you can update (pencil icon) or delete (trash icon) the share. Click Send Link to add the sharing information to the External Users listing, and then send a system email to the users with their emails.
External users must click the link to validate and then access the respective files in their browser.
The other way to share files externally is via Public Sharing. Click the file/folder and then Share -> Copy Public Share Link to create a link and copy it into your clipboard. You can paste the link into your email or chat when you send it externally. External users clicking the link will be prompted to enter their email address before accessing the shared file/folder. You can view all the public sharing by selecting the file/folder and then Share -> External Share.
The Public Share Links inside the External Sharing page list all the public sharing links created, with options to delete or copy the link. Additionally, when users register their emails, they show up in the External Users section.
Options:
Can upload files: Unchecked by default, this allows external users to upload files in the shared folder (only applicable when selecting folders).
Can create document: Unchecked by default, this allows external users to create an in-platform document.
Can download: Checked by default, this allows external users to download the shared files or folders. This will also show an additional option to compress and password-encrypt files/folders under 2GB for secure download.
Include sub-folders: Checked by default, this allows sharing the selected folder and its sub-folders (available only for the folder selection).
Can comments: Checked by default, this allows external users to comment. External users can only see the comments that explicitly mention them.
Generate a new link each time: When checked, it generates a new link each time the old link is used, and it’s valid for 24 hours.
Notify each time: Checked by default, this will send you an email and/or in-platform notifications each time the external user uses the link.
Revoking Share
Select the shared files/folders, right-click for the context menu, and then Revoke Share with the appropriate option from the sub-menu. The sub menu provides you with options to revoke from internal or external shares and collaborators.
Copying Files/Folders
Select the file/folders you wish to copy to another folder and then either select Manage -> Copy from the context menu, or Copy from the navbar buttons. This will list the drives you have write permissions. Selecting a specific folder is available only for the My Files drive via double-click. Single-click other shared drives from the list and then click Confirm to copy the selected file and/or folders.
Moving Files/Folders
This works the same as copying, except this one moves the selected files and/or folders to the destination drive or folders. The target location’s permissions apply to the newly moved items.
Tags
Select desired files/folders and then click Manage -> Tags from the context menu, or menu represented by vertical dots right between Move and selection numbers at the Navbar, and then click Tags. This will show a modal dialog with options to search or create and apply tags to the selected items. Once done, click Save to apply the tags to the selection.
Comment Settings
Select desired files/folders and then click Manage -> Comment Settings from the context menu, or menu represented by vertical dots right between Move and selection numbers at the Navbar, and then click Comment Settings. This will show a modal dialog with options to toggle comments and/or comment moderation.
Once done, click Save to apply the options to the selection.
Delete Files
Click the files and folders you want to delete and then select Move to Trash Can from the right-click context menu. This will move the files to the trash, which is accessible to the administrators to restore if required.
Files not restored for 30 days will be permanently deleted.