A file is sent to someone outside through a link
Who is involved
| Role | What they do |
|---|---|
| Tenant admin | Switches links on and can require passwords. |
| Documents user | Creates, monitors and revokes the link for a file they manage. |
| External recipient | Opens the file with the link and password. |
Step by step
- Tenant admin
Switches public links on in Settings, Features and, if wanted, requires a password on every link in Documents, Global access.
What they see:Creating a link now works; before this it is refused with a plain message.
- Documents user
Creates a link for one file on the Sharing tab, sets a password and an expiry, and notes the recipient's e-mail address.
What they see:The link is shown once, for copying.
- Documents user
Sends the link and the password to the recipient separately.
What they see:Nothing is e-mailed by the system.
- External recipient
Opens the link and enters the password.
What they see:The file opens in the viewer with a Download button.
- Documents user
Checks the Activity tab.
What they see:Each visit by someone with the link, and how long they stayed.
- Documents user
Revokes the link when the job is done.
What they see:The link now answers not found.
Who is told what
No alert is sent to anyone when a link is created or opened; the owner checks the Activity tab.