Overview
Sharing files with external stakeholders is a common need, but it often comes with security and organization challenges. Our platform offers robust features that simplify this process, allowing you to share up to 1,000 files at once while maintaining complete control over your content. You can present files in their original folder structure or as a simple list, prevent downloads for view-only access, and leverage intelligent rules to limit sharing for specific grouped files.
How to Share a File
1. Select Your Files
- Identify Files: Begin by selecting the specific files you wish to share.
- Search & Organize: Utilize the search function or tags to quickly locate files. You can also use the "Group by" feature to apply a helpful structure, especially when dealing with a large number of files.
- Bulk Selection: Efficiently select multiple files at once.
2. Choose Your Sharing Format
- Files and folders: For multiple files, we recommend sharing with the folder structure intact. This helps recipients quickly group and identify the correct files.
- Only files: Alternatively, you can present the files as a clean, simple list.
3. Configure Sharing Settings
Before sharing, define crucial parameters to ensure your content is secure and presented exactly as you intend:
- Add a Password (Recommended): For an added layer of security, we highly recommend protecting your shared files with a password.
- Include Notes: Any notes you've added to the free text field of a file will be included in the shared view, providing additional context to your recipients.
- Hide Download Button: To ensure no bulk downloads of shared files, hide the download button.
4. Create and Share Your Link
Once you've configured your sharing settings, the final step is to generate and distribute the link:
- Generate Link: Click the "Create link" button.
- Copy Information: Copy the generated URL and any other relevant information provided.
- Share with Recipient: Send this information to your intended recipient.
- Secure Password Delivery: For enhanced security, always send the password through a separate communication channel (e.g., a text message if you sent the link via email, or vice versa). This minimizes the risk of unauthorized access.
Different Functionalities Explained
Controlling Downloads
A new option allows senders to hide the download button on shared links, enabling recipients to preview files online only. When enabled, the download button is hidden, and a clear info message is displayed to recipients. Note: Hiding the download button does not prevent recipients from saving files through browser options or capturing screenshots.
File Details Panel
Recipients can access a read-only panel that displays file details. This panel shows important information such as the file's folder location, any assigned tags, linked entities, and notes. Preview and download buttons are also available here, depending on the download settings you've chosen.
Sharing When Grouped
Please note that sharing is not available when files are grouped by duplicates. If your files are currently grouped this way, a message will guide you to change the grouping setting before you can share. When you share files from the "None" grouping, recipients will always receive a flat list of files.
Default Link Naming
Shared links are automatically given a name in the format Files-YYYY-MM-DD (Number of files). For example, a link created today might be named Files-2025-07-24 (5 files). You can always edit this name to something more descriptive before you finalize sharing.
Managing Shared Links
The section for managing your shared links, found under your vault name, now includes the name of each shared link (whether it's the default name or one you've customized). This makes it easier to identify and manage all your active shared content.
White Label Branding Support
If your organization uses white label branding, this branding will be fully applied to shared links and the sharing process. This ensures a consistent and professional experience for anyone receiving files from you.