Sharing files and folders
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Prerequisites
- Access to the Drive (DR001) menu.
- Logged user with editor permission on the record.
Introduction
The sharing feature in SoftExpert Drive allows for making files and folders available to other system users and teams, with the granting of specific permissions depending on the intended access type.
Internal sharing makes it possible to send records to users, teams, positions, departments/positions, or organizational units, ensuring access control within the corporate structure.
To demonstrate this type of sharing in the practical scenario of the flow, a visual identity folder will be shared with a graphic design team.
Public sharing, in its turn, makes records accessible outside the organization, allowing any person with a link to access their content. In this case, it is possible to set a validity date for the link, which ensures that access will be automatically revoked after the defined period.
In the practical context of the flow, this type of sharing can be used to send graphic materials or documents to the organization's users and customers, as illustrated through the steps below.
Internal sharing
1. From the Drive (DR001) menu, access the My drive vision.
2. Hover the mouse over the file or folder and expand the 
button that will be enabled.
3. Click on the Share option to open the sharing screen.
4. Click on the Add button to add an access.
5. In the Access type field, define the group of users that will have access to the file or the folder.
6. In the Permission field, select whether the group with have editor or viewer access.
7. From the selection panel, choose the desired group, according to the intended access type.
8. Click on Add.
9. If e-mail notification is enabled, use the field that will be displayed to customize the message for the sharing notification.
10. Use the Copy link and Generate QR Code buttons to share the file or folder via link or QR Code.
11. Click on Finish to complete the process.
When a folder is shared or has its permissions changed, all records contained in it inherit these permissions, in addition to those assigned directly to each item. Likewise, new records created inside the folder will also automatically inherit the defined sharing.
Public sharing
1. From the Drive (DR001) menu, access the My drive vision.
2. Hover the mouse over the file and expand the button that will be enabled.
3. Click on the Share option to open the sharing screen.
4. Click on the Add button to add an access.
5. In the Access type field, select the External > Public option.
6. Enable the Define validity for public link option and enter the date until which it will be possible to access the file in the public mode.
7. Click on Add to finish.
- Only files can be shared publicly, and access to them will be restricted to the view mode. Folders cannot be shared publicly, and editing permissions will not be available for this type of sharing.
- In order for a file to be shared externally and then downloaded once shared, the general parameters must be configured accordingly. Click here for more details.
Viewer and editor permissions
Currently, the viewer and editor permissions are available. For file-type records, only the viewer permission can be granted. As for folder-type records, it is possible to grant both the viewer and editor permissions.
The viewer permission allows users to:
- View records
- Download records
The editor permission allows users to:
- View records
- Download records
- Share records
- Manage access
- Rename records
- Create new records
- Move records
- Copy records
Conclusion
The sharing feature in SoftExpert Drive provides secure and flexible options for file and folder distribution, both inside and outside the organization.
A profile-based definition of permissions and the possibility of setting the validity of public links ensure full control over access to shared information.
Further available functions related to file sharing can be accessed below: