Sharing Files Guide

Go beyond the basics with advanced sharing techniques, security best practices, and workflows for different scenarios.

Quick Share

Generate a link and share immediately

Secure Share

Share with password and expiration

Team Share

Share with specific team members

Public Share

Make files publicly accessible

Share a document for single-time access:

Select File

Choose the file to share

Generate Link

Click Share → Generate Link

Set Restrictions

Enable password protection
Set download limit to 1
Set expiration for 24 hours

Share Securely

Send link via one channel (email)
Send password via different channel (SMS/message)

Using different channels for link and password adds an extra security layer.

Client Deliverables

Share final deliverables with clients:

Step 1: Prepare Files

Review all files for completeness
Organize in clear folder structure
Name files descriptively
Remove any draft/internal files

Step 2: Create Deliverables Folder

Create “Deliverables” folder
Add all final files
Include README with file descriptions
Add any relevant documentation

Step 4: Notify Client

Send professional email
Include share link
Provide password separately
Explain folder contents
Include download instructions

Collecting Files from Others

Use file requests to collect files:

Create Collection Folder

Create a folder for incoming files:

Name it clearly (e.g., “Headshot Photos”)
Organize any existing reference files

Set Up File Request

Click “New File Request”
Select destination folder
Add clear title: “Submit Your Headshot”
Add instructions: “Upload JPG, min 1000x1000px”
Set deadline if needed

Share Request Link

Send the file request link to:

Team members via email
External parties
Post publicly if needed

Monitor Submissions

Get notifications for new uploads
Review files as they arrive
Follow up with non-submitters

Use Cases:

Collecting team photos
Gathering document submissions
Receiving client assets
Consolidating files from multiple sources

Share files that should expire:

Duration	Expiration Setting	Use Case
1 Hour	1 hour	Quick previews, urgent reviews
24 Hours	1 day	Daily reports, temporary access
1 Week	7 days	Project reviews, feedback periods
1 Month	30 days	Client review periods, drafts

After expiration, links become invalid immediately. Plan accordingly.

Security Best Practices

Multi-Layer Security

Implement multiple security layers for sensitive files:

Layer 1: Password Protection

Always enable password protection:

Use strong passwords (12+ characters)
Include numbers, symbols, letters
Avoid common words
Don’t reuse passwords

Layer 2: Expiration Date

Set appropriate expiration:

Short-term: Hours or days
Medium-term: Weeks
Long-term: Months (but set one)

Layer 3: Download Limits

Limit access attempts:

Single download for one-time shares
Limited downloads for controlled distribution
Unlimited only for permanent shares

Layer 4: Access Monitoring

Track who accesses files:

Enable access notifications
Review access logs
Revoke if suspicious activity

Password Management

Best practices for share passwords:

Strong Passwords

Create strong, unique passwords:

Minimum 12 characters
Mix uppercase, lowercase, numbers, symbols
Avoid dictionary words
Don’t use personal information
Use password generator

Password Distribution

Share passwords securely:

Best: Separate channel (call, SMS, encrypted message)
Good: Different platform than link
Avoid: Same email as link
Never: In link URL or filename

Password Rotation

Update passwords regularly:

Change for long-term shares
Rotate after team member changes
Update if suspected compromise
Use different passwords for different shares

Sensitive Data Guidelines

Extra precautions for sensitive files:

Financial Data
Legal Documents
Personal Information
Confidential Business

Always use password protection
Set short expiration (24-48 hours)
Limit to 1-2 downloads
Use view-only permission
Enable access notifications
Verify recipient before sharing

Permission Levels Deep Dive

Choosing the Right Permission

View Only

Recipient Can:

View files online
Download files
Print files

Cannot:

Edit files
Delete files
Re-share files

Can Edit

Recipient Can:

Everything in View Only
Upload new versions
Edit in compatible apps
Comment (coming soon)

Cannot:

Delete originals
Change permissions
Invite others

Can Manage

Recipient Can:

Everything in Can Edit
Delete files
Change sharing settings
Invite others
Full control

Use Carefully: Only for trusted collaborators

Permission Decision Matrix

Scenario	Recommended Permission
Client review	View Only
External stakeholder feedback	View Only
Team member collaboration	Can Edit
Project co-owner	Can Manage
Public documentation	View Only
Contractor deliverable submission	Can Edit
Executive access	Can Manage

Link Management

Organizing Your Shared Links

Track and manage all your shares:

Review Regularly

Weekly or monthly:

View “Shared by Me” section
Check active links
Review access analytics

Clean Up Old Links

Remove unnecessary access:

Revoke expired project links
Delete links no longer needed
Update permissions if changed

Document Shares

Keep records:

Why was it shared?
Who has access?
When should it expire?
Any special conditions?

Audit Access

For important files:

Review who downloaded
Check access frequency
Verify authorized users only
Report suspicious activity

Link Analytics

(Pro/Enterprise) Track share performance:

Views: How many times link was opened
Downloads: Number of downloads
Geographic Location: Where access originated
Device Types: Desktop vs. mobile
Time of Access: When files were accessed

Use analytics to understand how shared content is being used and accessed.

Make a good impression:

Clear File Names

Before sharing, rename files:

Use descriptive names
Include version/date
Remove internal codes
Professional formatting

Example: Proposal_WebsiteRedesign_v2_2024-01-15.pdf

Organized Structure

When sharing folders:

Logical organization
Clear folder names
Include README if complex
Remove unnecessary files

Appropriate Formats

Share in compatible formats:

PDF for final documents
ZIP for multiple files
Common image formats (JPG, PNG)
Standard office formats

Professional Communication

When sending share links:

Clear subject line
Explain what’s being shared
Note any password/expiration
Provide context
Include next steps

Email Templates

Sample emails for different scenarios:

Subject: Project Deliverables - [Project Name]

Hi [Client Name],

I'm pleased to share the final deliverables for [Project Name].

Access files here: [LINK]
Password: [Sent separately]

The folder contains:
- Final designs (PDF)
- Source files (ZIP)
- Documentation (PDF)
- License information

This link will expire in 30 days. Please download all files before [DATE].

Let me know if you have any questions!

Best regards,
[Your Name]

Subject: Action Required: Upload Your [File Type]

Hi Team,

Please upload your [file type] using this link: [LINK]

Deadline: [DATE]
File requirements:
- Format: [FORMAT]
- Size: [SIZE]
- Naming: [CONVENTION]

If you have any issues uploading, please let me know.

Thank you!
[Your Name]

Subject: Confidential: [Document Name]

Hi [Recipient],

I'm sharing a confidential document with you:

Link: [LINK]
(Password sent via SMS)

Please:
- Do not forward this link
- Download before [EXPIRATION DATE]
- Delete after reviewing
- Confirm receipt

Let me know when you've accessed it.

Best,
[Your Name]

Troubleshooting

Link not working

Common causes:

Link expired - Create new link
Password incorrect - Verify password
Download limit reached - Increase limit
File deleted - Verify file exists

Recipient can't download

Check:

File size vs. their connection
Browser compatibility
Download permissions
Firewall/security software Suggest: Download smaller files individually

Security concerns

If link compromised:

Immediately revoke access
Create new link with new password
Share via secure channel
Review access logs
Contact support if needed

Getting Started

Core Features

User Guides

Quick Share

Secure Share

Team Share

Public Share

Client Deliverables

Collecting Files from Others

Security Best Practices

Multi-Layer Security

Password Management

Sensitive Data Guidelines

Permission Levels Deep Dive

Choosing the Right Permission

View Only

Can Edit

Can Manage

Permission Decision Matrix

Link Management

Organizing Your Shared Links

Link Analytics

Email Templates

Troubleshooting

Next Steps

Team Collaboration

Security Features

​Advanced File Sharing

​Sharing Workflows

Quick Share

Secure Share

Team Share

Public Share

​Sharing Scenarios

​One-Time Document Sharing

​Client Deliverables

​Collecting Files from Others

​Temporary File Sharing

​Security Best Practices

​Multi-Layer Security

​Password Management

​Sensitive Data Guidelines

​Permission Levels Deep Dive

​Choosing the Right Permission

View Only

Can Edit

Can Manage

​Permission Decision Matrix

​Link Management

​Organizing Your Shared Links

​Link Analytics

​Sharing Etiquette

​Professional Sharing

​Email Templates

​Troubleshooting

​Next Steps

Team Collaboration

Security Features

Advanced File Sharing

Sharing Workflows

Sharing Scenarios

One-Time Document Sharing

Client Deliverables

Collecting Files from Others

Temporary File Sharing

Security Best Practices

Multi-Layer Security

Password Management

Sensitive Data Guidelines

Permission Levels Deep Dive

Choosing the Right Permission

Permission Decision Matrix

Link Management

Organizing Your Shared Links

Link Analytics

Sharing Etiquette

Professional Sharing

Email Templates

Troubleshooting

Next Steps