Drive

Sharing

9.6.1. Sharing files and folders

The following options are available:

  • You can share a file or folder 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 file or the folder content.

  • 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 guest user.

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

Note: In order to share objects, you need to have administrator permissions.

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

  1. Select a folder in the folder tree. Select an object in the display area.

    Note: Select a specific object. Multiple objects cannot be shared together in a public link.

  2. Click the Share icon in the tool bar. Click on Get a link.

    The window for sharing objects will be opened. It contains a public link for 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 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.

You can also share a specific file in the Viewer.

You can also share a folder by clicking the Folder-specific actions icon next to the folder name in the folder tree. Click on Get a link.

In order to view the permissions of a shared object, select the object in the display area. Below Details, click on the button next to Shares.

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

  1. Select a folder in the folder tree. Select one or several objects in the display area.

  2. Click the Share icon in the tool bar. 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. If you share a folder, you can transfer the folder's permissions to all existing or newly created subfolders in this folder. To do so, enable Apply to all subfolders.

  6. Click on Save.

You can also share a specific file in the Viewer.

You can also share a folder by clicking the Folder-specific actions icon next to the folder name in the folder tree. Click on Invite people.

In order to view the permissions of a shared object, select the object in the display area. Below Details, click on the button next to Shares.