Organising Data

Sharing

11.3.1. Sharing data

The following options are available:

  • You can share data with read access by creating a public link.

    You can give this link to internal users or external partners. Everyone who gets this link can view the data.

    You cannot create a public link for E-Mail folders.

  • Invite internal users or external partners by E-Mail to a share. You define which permissions are granted for the share.

    The invitation E-Mail contains notes for accessing the share. If an external partner accesses the share, the partner will automatically be logged in as a guest user.

    Note: The invitation E-Mail is exclusively sent in HTML format.

Be aware of the following restrictions.

  • In order to grant rights for a folder to another user, you have to have the administrator rights for that folder.

  • You cannot share your personal Inbox folder. In order to grant other users access to your E-Mail messages, share an E-Mail folder that is located below your Inbox folder. Other users have to subscribe to this E-Mail folder.

  • You have the exclusive rights for your personal calendar, contacts, and tasks folders. You cannot grant administrator rights for these folders to other users.

How to share data with read access by using a public link:

  1. Select a folder in the folder tree.

  2. Click the Folder-specific actions icon next to the folder name. Click on Get a link.

    The window for sharing objects will be opened. It contains a public link for a read access to the share.

  3. The following options are available:

    • In order to directly send the link by E-Mail, enter the respective E-Mail addresses. You can enter a message for the recipients.

    • By default, the data are shared with read access for an unlimited time. To set a time limit for the access to the shared data, enable Expires in. Select a time range.

    • To protect the access with a password, enable Password required. Enter a password. If you send the public link by E-Mail, the E-Mail contains the password.

  4. Click on Done.

In order to view the public link again, use the function for editing permissions.

How to invite internal users or external partners to a share:

  1. Select a folder in the folder tree.

  2. Click the Folder-specific actions icon next to the folder name. Click on Invite people.

    A window opens. Existing permissions will be shown as a list.

  3. Enter an E-Mail address in Add people. The E-Mail address will be added to the list as an internal user, group or guest. Preset permissions are granted.

    If required, enter a message.

  4. To edit the permissions the following options are available:

    • To adjust a user role, click on the entry in Current role. Select an entry from the menu.

    • To adjust the permission details, click on the entry in Detailed access rights. Select a permission from the menu.

  5. Click on Save.

Tip: A shared folder is marked with the Shared icon . If clicking the icon, the window for adjusting the permissions opens.

In order to view the public link again, use the function for editing permissions.