Shared links enable you to share files and folders with individuals outside your organization or with internal users who would otherwise not have access to the content you want them to view. For information on creating links for internal users, see Permalinks.
Users create shared links for files or folders they have access to, allowing those items to be previewed and downloaded by other users. They may also nominate folder shared links, allowing files to be uploaded. Users can add passwords and set expiration dates for each shared link according to their organization’s sharing policies.
NOTE: Sharing a folder also shares all the content within that directory, including sub-folders.
Web Access administrators determine which users and groups may create shared links through Share properties. They can also set expiration and password policies, as well as view and manage existing shared links. For more information, see Shared Link Permissions and Shared Links Management.
Creating a Shared Link
To create a shared link, first locate the file or folder you want to share.
Select the Manage Links option from either the right-click menu of the item or the context button in the top right, which becomes available when a single item is selected.
Once you enter the Manage links page, you see all the links created for that item. Click Create new to create a new shared link.
Review the settings for protection and expiration and select “Create”.
Once created, users will be presented with the shared link. They can copy and paste the link wherever they’d like to send it (like in a message or an email).
NOTE: Once created, shared links can not be modified.
Securing Shared Links
Users have the option to secure their shared links in many different ways.
Modify Folder Contents
When creating a shared link for a folder, users may also have the ability to allow the folder contents to be modified. If the permission is available, there is an additional option in the Create link dialog Users accessing this link can:
View folder contents gives users the ability to:
Browse folders
Preview files
Download files and folders
Modify folder contents adds the ability to:
Delete files and folders
Create files and folders
Update files and folders
Expiration Dates
Setting an expiration date on a shared link determines how long the link remains active. When a shared link expires, that link no longer provides access to the associated content. The recipient will receive an error.
Passwords
When protecting shared links with a password, Web Access requires the user to use a complex password.
When the password is required, it is sent via email if a user has entered an email address. Otherwise, the password must be shared by another means (For example, email, chat application).
Password requirements:
Must contain an uppercase letter
Must contain a lowercase letter
Must contain a digit
Must contain a special character
Must be at least 8 characters long
Email Links
Shared links can be automatically emailed when a link is created. Adding an email address to the Send Link To field allows you to send links directly to the inboxes of those you want to share with.
Sharing via email is optional unless the One-time passcode protection type is selected.
Sharing via email is limited to 100 email addresses.
If your link has no protection or is protected by a password, this field is optional. If the link is protected via one-time passcode, this field must include at least one email address to send the link to.
One-time Passcode
A one-time passcode secures links by asking recipients to enter a challenge code when they open the link. The shared link and challenge codes are sent through email, requiring that the recipient's email addresses be entered when the link is created. Each recipient receives a unique shared link.
When a recipient clicks their unique shared link, they are directed to an access page for passcode verification, and a temporary, time-limited passcode is emailed only to that recipient.
A shared link cannot be used by someone who was not emailed it directly, as they do not see the challenge code.
Managing Links
The Shares view indicates which files and folders have shared links, denoted by a share symbol.
Hovering over the symbol displays the number of shared links.
To view and manage the shared items, select the Manage Links button in the top menu or right-click menu of the item.
Your Shared Items
The Your Shared Items page, available from the left navigation bar, lists items for which there are shared links. The number of shared links created by this user for each item is displayed on the right.
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Click on the column title to sort by any of the columns.
Click on an item to open the Manage Links dialog.