Sharing documents

First, you need to find the document you want to share.

To locate a necessary document, make use of our filter at the top of the document list. By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Name, Creation date, Size, or Type by clicking the appropriate column header above the files. To add a new sorting criteria for files or hide some of them, click the Sort by drop-down list to the right of the Filter field and choose the necessary option from the following list: Created, Modified, Size, or Type. To change the sorting order from Descending to Ascending and vice versa, click the corresponding sorting criteria.

You can also create a new .docx, .xlsx pptx, or .docxf file by clicking the and selecting the corresponding option from the drop-down list: New Document, New Spreadsheet, New Presentation, Form template. If the file is stored on your hard drive, use the Upload files and Upload folder options.

Check the necessary document in the file list and open the sharing settings window in one of the following ways:

• click the Share button to the right of the file name,
• click the icon on the right and use the Sharing Settings option.

If you are editing the document, you can open the sharing settings window directly from the editor interface in one of the following ways:

• click the Manage document access rights 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.

In the Sharing Settings window, enable external access to the document:

1. Set an access type

   First, you need to turn on the switch by clicking on it, so that it turns blue .

   Only one level of access can be granted to all third-party users. This means that only one of the proposed access levels can be selected for a particular document.

   The Read Only option is selected by default. Click the icon and choose the necessary option:

   
   • Full Access - to allow people with access to the file to edit the document.
   • Review - to allow people with access to the file to suggest changes without actually editing the document.
   • Custom filter - to allow people with access to the file to apply filters only for the current user. All other editing options will be available.
   • Comment - to allow people with access to the file only to add comments, as well as manage them.
   • Read Only - to allow people with access to the file only to view the document.
   • Deny Access - to block access previously granted to file.
   The Review option is only available for the .docx and .docxf files. The Custom Filter option is only available for the .xlsx files.

   More details about different access rights can be found in the Step 4.

2. Share documents using the link

   In the Sharing Settings window, choose among available sharing options:

   • External link - to add the link to the clipboard to send it via a messenger or in any other way.
   • Share via e-mail - to send the link via email. The default application for sending emails from your computer will open. 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. You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses.

   • Share via social networks - to share the link via your corresponding social account. A new window will open in which you can choose sharing options: on your profile page, private message, etc.
   • Embedding - to embed code and paste it into your web page. You can select the size of document viewer window from the available ones or set its custom width and height.
     

     For further instructions please refer to this user guide.

3. Save the settings

   Press the Save button at the bottom of the Sharing Settings window.

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

Full Access

A user who has Full Access permissions can view and edit the document or add/configure new fields and edit the .docxf form template. All the editing options including review features, form filling in .oform format files and commenting are available.

Review

A user who has Review permissions can view and change the document without actually editing it. The Track Changes option is enabled by default for the reviewer and cannot be disabled. Changes made by the user are displayed in the pop-up windows. The user cannot accept or reject own changes, he/she can only delete own changes using the icon within the change pop-up window.

All the editing options including form filling and commenting are available, but all the changes made by the reviewer should be accepted or rejected by the file owner or a person who has full access to the file:

Custom filter

A user who has Custom filter permissions can view and edit the spreadsheet. However, the guest cannot add new or remove existing filters. In addition, the filters applied by that user will only be displayed for that particular user. For all other users, the displayed filter results will remain unchanged.

The left half of the screenshot shows the Author's table view, while the right half shows the Guest's table view, who has been granted the Custom filter access level. You can notice that the right half has a filter applied to column B, configured to display values equal to DEMOCRAT. Meanwhile, for the author, the same filter displays all the values of column B.

Comment

A user who has Comment permissions can only view the document and add comments, as well as manage them (edit or delete comments, add replies or close the discussion). All other editing options except working with comments are not available.

The Collaboration tab is available in the commenting mode. It contains the options for adding/removing comments, using the Chat tool and viewing the version history.

The user can also print or download the file, view the file info and version history on the File tab, use the Chat tool at the left sidebar, as well as use some plugins: Speech, Thesaurus (to search for synonyms without the possibility to insert them into the document), Translator.

Read Only

A user who has Read Only permissions can only view the document and existing comments. In this case, editing options are not available and the file cannot be modified.

The user can also print or download the file, view the file info and version history on the File tab, use the Chat tool at the left sidebar, as well as use some plugins: Speech, Thesaurus (to search for synonyms without the possibility to insert them into the document), Translator.

A user who has Read Only permissions to the .oform fillable form can view the form, print the file, download the file in the .pdf or .docx format, open the file location and change the interface theme.