Sharing files and folders

If you are editing a .docx/.xlsx/.pptx file or a .docxf form template, you can open the Sharing Settings window directly from the editor interface in one of the following ways:

• click the Share icon on the right side of the editor header;
• switch to the Collaboration tab and click the Sharing button at the top toolbar;
• switch to the File tab, open the Access Rights... section at the left sidebar and click the Change access rights button.

You can grant access to your files and folders to other portal users with the built-in portal features of the Sharing Settings window. All files and folders can be shared with multiple users having different access permissions each.

In the Sharing Settings window, click the Add users button. While sharing files and folders, you have four options:

• share with an individual user – enter the user name or their e-mail in the search field or find and click them in the user list;
• share with a whole user group - enter the group name in the search field or find and click the group in the user list. Please note that you can deselect individual users in the selected group;
• share with everyone – click the Everyone option and choose whether you need to share with all users or all groups;
• share with portal administrator – click the Admin option.

To remove a user/group from the list, click on the icon near their name in the list and choose the Remove option at the toolbar above.

You may want to change the access type for a certain user that previously had other access rights, e.g. allow them to comment instead of reading only, or deny access to particular files in a previously shared folder. To change the permission details for each particular user/group, use either option:

• select one of the available access types from the drop-down list next to the user/group name;
• click the user/group name and choose the needed access type in the Change access rights menu at the top toolbar.

By default, when you click the Save button the file or folder will be shared with a default notification.

By clicking the arrow next to the Save button you can choose whether you want to:

• Add message – enter your notification message in the appeared field and click the Save and Send button;
• Save without notification – the settings are saved but the users concerned are not notified;
• Save and Copy direct link – the settings are saved and the direct link to the file or folder is copied to your clipboard.

Each portal user you shared the file with can find it in the Shared with me section.

You can share a link to the file or folder with a third-party that does not have an account on your portal. The available access types for files remain the same. Folders can be shared with Full Access or Read Only permissins. You can create several external links with different access rights and security options.

To get a link to the shared file or folder,

1. click the Add link button within the 'Sharing Settings' window. The New link menu item will appear in the list below,
   Alternatively, you can click the arrow to the right of the Add link button and choose the Create new external link option. Another option in this menu allows you to copy the direct link to the file or folder.
2. change the link name to distinguish various links and click the button,
3. click the link name and choose one of the following options:
   
   • Copy external link – the link will be copied to your clipboard.
   • Share – opens a window providing you with three options of sharing the link, i.e. via e-mail, social networks or copying the link.
     More on sharing via e-mail, social networks, or copying the link

     Sending the link via e-mail

     Click the icon. If you are already using the Mail module, a message template will open in a new tab. You can specify the email addresses to send the link to, edit the accompanying message and click the Send button.

     In the To: field, enter the email address of the person you need to send the link. You can start typing the recipient email address or name and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email addresses you've already sent emails to).

     You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address, click the icon.

     Sending the link via social networks

     Click the Facebook or Twitter icons to share the link via your corresponding social account.

     Copying the link

     Select the link displayed in the window and click the Copy option or press the Ctrl+C keys on your keyboard. You can also use the Shorten option to get the shortened link.

   • Shorten the link – get the shortened version of the link.
     To enable this function, please read the corresponding guide on connecting Bitly to your portal.
   • Set a password – protect the link access to the file or folder by a user-customized or automatically generated password.
     1. Turn on the Enable password access switcher.
     2. Click the icon to generate a password or enter it manually into the corresponding field.
     3. To clean the password field, click the Clean button.
     4. To copy the link and the password to your clipboard for future sharing, click the Copy link and password button.
     5. You can disable/re-enable password access by turning the corresponding switch at the top of the window off/on.
     6. Click the Save button to save the password access settings.

        Please note that the password is applied to the link access and not to the file itself. To learn more about document protection, please read the following guide.

        You can also use the icon next to the link within the 'Sharing Settings' window to set a password.

        
   • Limit by time – set the time limit during which the link stays valid.
     1. Turn on the Enable time limit switcher.
     2. Enter the needed date in the Date field or open the calendar and set the date there.
     3. Enter the required time length in the Time field.
     4. To clean the date and time values, click the Clean button.
     5. To permanently delete the link after timeout, check the corresponding checkbox.
     6. Click the Save button to save the time limit settings.

        You can also use the icon next to the link within the 'Sharing Settings' window to set a time limit.

        
   • Rename – set a customized name for the link displayed in the ‘Sharing Settings’ window to distinguish various links to the file or folder easily.
   • Delete – delete the link to the file or folder. The file/folder will become inaccessible through the previously shared link.
4. To manage the access type provided by the link, click the icon next to it and choose one of the available access types (see Different access rights section of this guide for more information).
5. To save the changes made to the external link parameters, click the Save button. To save the changes and get the link copied to your clipboard, click the arrow next to the Save button and choose the Save and Copy direct link option.

Alternativelly, you can get a Quick external link to a file by using the corresponding option from the context menu in the file list. In this case, the default access type will be provided and the link will be copied to the clipboard. The default access type is specified in Settings / Common / Default access rights in sharing settings / Default access rights for a specific file type. Please note, that the Set a password, Limit by time, and Rename options are not available for a quick external link within the 'Sharing Settings' window.

You can integrate files stored on your portal into other websites and pages through the embedding feature. To access the embeddings settings,

1. open the External link menu;
2. click the Embedding settings option;
   
3. set the size either using one of the presets in the Size field: 600x800 px, 400x600 px, Auto or customize it in the Width and Height fields by entering the required values;
4. copy the code and insert it in the needed website or page.

Depending on the provided access rights, users will be able to perform different operations.

Full Access

A user with Full Access permission can do the following:

For files:

1. View all file formats.
2. Edit files supported by the editors.
3. Perform all actions provided by the ‘Review’ access rights.
4. Perform all actions provided by the ‘Form Filling’ access rights.
5. Perform all actions provided by the ‘Comment’ access rights.
6. Share the file.
7. Set the file access rights (depending on the advanced settings set by the file owner).

For folders:

1. Create files and subfolders.
2. Upload and download data.
3. Edit files supported by the editors.
4. Move files to other subfolders.
5. Create copies of the files.
6. Rename files.
7. See file version history and download the required version or revision.
8. Copy external links to the files.
   Please note that by default the user cannot delete files from the folder they have been given full access to.