When you are in the file list (My Files, Shared from, System Shared Folder, Shared With, or Shared Links) and you have internal sharing or shared link permission for the file/folder, click the Share button to open the sharing settings window. The window contains the following two tabs:
Shared Links (when you have shared link permission)
You can create multiple shared links. Click + Shared Link to create a new shared link. Existing shared links are displayed in the Shared link list below.
- + Shared Link: A link is created immediately when clicked, and the settings page opens.
- After opening it, you can see the generated shared link. Click the copy icon to copy the link to the clipboard.
- Link description : Set a description for the shared link. This description is displayed in the shared link list for easier identification. The default description is Share link created by $share_id.
- Permission settings
- Preview: The minimum permission for folders and files that support online preview, including PDF, Office files (docx, xlsx, pptx, doc, xls, ppt, odt, ods, odp), text files (txt), image files (jpg, bmp, gif, png, svg, tiff), and video files (mp4). If a folder contains files that do not support online preview, those files can only be seen in the list and cannot be opened for preview.
- Download: When selected, files or files inside folders can be downloaded through the link.
- Upload (folder sharing only): Allows folders/files to be uploaded into the folder.
- Delete (folder sharing only): Allows folders/files inside the folder to be deleted.
- Show advanced settings: Click to display advanced link settings, including:
- IP allowlist: Only the configured IP addresses can access this shared link.
- Security verification
- Anyone can access: No authentication is required to access this link.
- Password: When selected, the system automatically generates a password by default. Users can adjust the password, and the password strength must comply with the administrator's settings.
- Allowed guest list: Specify the domains and email addresses that can access this link. Access requires OTP verification sent to the entered email address. The link can be accessed only after verification succeeds.
- Allowed access domains: Only the configured domains can access this link. Separate multiple domains with semicolons (;).
- Allowed access emails: Only the configured email addresses can access this link. Separate multiple email addresses with semicolons (;).
- Link expiration: When selected, you can set the expiration date of the link. The link automatically becomes invalid after it expires. The default expiration time is 23:59:00 on the expiration date. The maximum allowed link expiration period is configured by the administrator.
- Download count (files only): When selected, the field on the right automatically generates a value for the allowed number of downloads. The configurable range is 1 to 999. The maximum allowed download count is configured by the administrator.
- Shared link notification: When selected, enter email addresses in the field on the right. Separate multiple email addresses with commas. The link can be sent to others. If Email subject and Sharing description are selected below, you can enter sharing-related messages in the email.
- Note:
- When both Password and Shared link notification are selected, the option Do not include password in sharing notification is displayed. If this option is selected, the password required to download the shared file or folder is not included in the sharing notification email. Please notify the recipient of the password by another method to avoid the risk of data leakage if the sharing notification email is sent or forwarded by mistake.
- If the audit module has been purchased and enabled, the following statuses may appear when generating a file shared link:
- File scanning: The file's shared link is invalid at this time. Whether the shared link becomes valid depends on the scan result.
- Scan completed but sharing is not allowed: When the file is not allowed to be shared, an Apply for sharing button is displayed. This helps administrators find the file more easily and determine whether to adjust the sharing status.
- Scan completed and sharing is allowed: Users can generate shared links and configure the related sharing settings.
- If the audit module has been purchased and enabled, the following message is displayed when generating a folder shared link: Files in the folder that do not pass the audit cannot be downloaded through this shared link. When the shared link is accessed, files that did not pass the audit check are displayed in grayscale and cannot be downloaded or previewed.
- Shared link list
- Link information: When the cursor moves over the icon, the creator and creation time of the link are displayed.
- Copy: Copy the generated shared link.
- Edit: Edit the shared link settings.
- Delete: Delete the shared link.
Internal Sharing (when you have internal sharing permission)
- Add sharing recipient (user or group): Enter another user in the system. You can enter the account, display name, or keyword of the sharing recipient. The system automatically displays related users for selection. The selected account appears in the permission settings table below, including the following information:
- Recipient: The user name (account) or account to be configured or already configured.
- Role: Common predefined permission roles, including:
- Manager: Includes all operation permissions: preview, download, edit, delete (folder only), link sharing, and internal sharing.
- Collaborator: Includes preview, download, edit, and delete (folder only) permissions.
- Viewer: Includes preview and download permissions.
- Preview only: Includes preview permission.
- Custom: Allows you to combine the required permissions. Permissions include:
- Preview: The minimum permission for folders and files that support online preview, including PDF, Office files (docx, xlsx, pptx, doc, xls, ppt, odt, ods, odp), text files (txt), image files (jpg, bmp, gif, png, svg, tiff), and video files (mp4). If a file does not support online preview, it can only be seen in the list and cannot be opened for preview.
- Download: When selected, files or files inside folders can be downloaded.
- Edit: Determines whether files inside this file/folder can be edited or updated.
- Delete (folder only): Determines whether files/folders inside the folder can be deleted.
- Link sharing: Determines whether shared links can be generated.
- Internal sharing: Determines whether this file/folder can be shared again with other accounts or groups.
- Trash icon: Delete this user's permissions.
- Expiration date: Set whether this sharing has an expiration date.