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Advanced File Sharing

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

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Sharing Workflows

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

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Sharing Scenarios

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One-Time Document Sharing

Share a document for single-time access:
1

Select File

Choose the file to share
2

Generate Link

Click Share → Generate Link
3

Set Restrictions

  • Enable password protection
  • Set download limit to 1
  • Set expiration for 24 hours
4

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.

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Client Deliverables

Share final deliverables with clients:
  • Review all files for completeness
  • Organize in clear folder structure
  • Name files descriptively
  • Remove any draft/internal files
  • Create “Deliverables” folder
  • Add all final files
  • Include README with file descriptions
  • Add any relevant documentation
  • Share entire folder (not individual files)
  • Set to “View Only” permission
  • Enable password protection
  • Set expiration for after project completion
  • Send professional email
  • Include share link
  • Provide password separately
  • Explain folder contents
  • Include download instructions

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Collecting Files from Others

Use file requests to collect files:
1

Create Collection Folder

Create a folder for incoming files:
  • Name it clearly (e.g., “Headshot Photos”)
  • Organize any existing reference files
2

Set Up File Request

  1. Click “New File Request”
  2. Select destination folder
  3. Add clear title: “Submit Your Headshot”
  4. Add instructions: “Upload JPG, min 1000x1000px”
  5. Set deadline if needed
3

Share Request Link

Send the file request link to:
  • Team members via email
  • External parties
  • Post publicly if needed
4

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

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Temporary File Sharing

Share files that should expire:
DurationExpiration SettingUse Case
1 Hour1 hourQuick previews, urgent reviews
24 Hours1 dayDaily reports, temporary access
1 Week7 daysProject reviews, feedback periods
1 Month30 daysClient review periods, drafts
After expiration, links become invalid immediately. Plan accordingly.

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Security Best Practices

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Multi-Layer Security

Implement multiple security layers for sensitive files:
1

Layer 1: Password Protection

Always enable password protection:
  • Use strong passwords (12+ characters)
  • Include numbers, symbols, letters
  • Avoid common words
  • Don’t reuse passwords
2

Layer 2: Expiration Date

Set appropriate expiration:
  • Short-term: Hours or days
  • Medium-term: Weeks
  • Long-term: Months (but set one)
3

Layer 3: Download Limits

Limit access attempts:
  • Single download for one-time shares
  • Limited downloads for controlled distribution
  • Unlimited only for permanent shares
4

Layer 4: Access Monitoring

Track who accesses files:
  • Enable access notifications
  • Review access logs
  • Revoke if suspicious activity

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Password Management

Best practices for share passwords:
Create strong, unique passwords:
  • Minimum 12 characters
  • Mix uppercase, lowercase, numbers, symbols
  • Avoid dictionary words
  • Don’t use personal information
  • Use password generator
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
Update passwords regularly:
  • Change for long-term shares
  • Rotate after team member changes
  • Update if suspected compromise
  • Use different passwords for different shares

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Sensitive Data Guidelines

Extra precautions for sensitive files:
  • 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

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Permission Levels Deep Dive

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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

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Permission Decision Matrix

ScenarioRecommended Permission
Client reviewView Only
External stakeholder feedbackView Only
Team member collaborationCan Edit
Project co-ownerCan Manage
Public documentationView Only
Contractor deliverable submissionCan Edit
Executive accessCan Manage
Track and manage all your shares:
1

Review Regularly

Weekly or monthly:
  • View “Shared by Me” section
  • Check active links
  • Review access analytics
2

Clean Up Old Links

Remove unnecessary access:
  • Revoke expired project links
  • Delete links no longer needed
  • Update permissions if changed
3

Document Shares

Keep records:
  • Why was it shared?
  • Who has access?
  • When should it expire?
  • Any special conditions?
4

Audit Access

For important files:
  • Review who downloaded
  • Check access frequency
  • Verify authorized users only
  • Report suspicious activity
(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.

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Sharing Etiquette

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Professional Sharing

Make a good impression:
Before sharing, rename files:
  • Use descriptive names
  • Include version/date
  • Remove internal codes
  • Professional formatting
Example: Proposal_WebsiteRedesign_v2_2024-01-15.pdf
When sharing folders:
  • Logical organization
  • Clear folder names
  • Include README if complex
  • Remove unnecessary files
Share in compatible formats:
  • PDF for final documents
  • ZIP for multiple files
  • Common image formats (JPG, PNG)
  • Standard office formats
When sending share links:
  • Clear subject line
  • Explain what’s being shared
  • Note any password/expiration
  • Provide context
  • Include next steps

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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]

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Troubleshooting

Check:
  • File size vs. their connection
  • Browser compatibility
  • Download permissions
  • Firewall/security software Suggest: Download smaller files individually
If link compromised:
  • Immediately revoke access
  • Create new link with new password
  • Share via secure channel
  • Review access logs
  • Contact support if needed

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Next Steps

Team Collaboration

Learn team sharing strategies

Security Features

Explore security features