External Sharing

1. Direct sharing via email: Allow or restrict your team members from sharing files and folders with external users using their email addresses.
   
   
2. External share links: Allow or restrict your team members from sharing files and folders via external share links.
   
   
3. Download links: Allow or restrict your team members to create download links for the files and folders.
   
   
4. Permalink settings and embed codes: Allow or restrict your team members from sharing files and folders via permalinks and embed codes.

Set permission on external sharing

1. Click Admin Console in the bottom-left corner of your WorkDrive account.
   The Admin Console page will open in a new tab, and the Dashboard tab will be selected by default.
   
   
2. Click Settings in the left pane. The Profile settings will be displayed by default.
   
   
3. Select Sharing.
   
   
   
   
4. Toggle ON/OFF Allow files and folders to be shared outside this team.

Notes: 

1. When external sharing is enabled:
   
1. Team members can share files and folders via email addresses, download links, embed codes, and external share links.
   
2. Team Folder admins can enable or disable external share settings within their Team Folders.
   
   
2. If external sharing is disabled, previously shared files and folders via email addresses, download links, embed codes, and external share links will no longer be accessible to external users.

Manage external sharing in My Folders

1. Under the Allow files and folders to be shared outside this team setting, mark the Allow external sharing in My Folders checkbox to allow all your team members to share files and folders externally from their My Folders.
   
   
2. Uncheck the Allow external sharing in My Folders checkbox to restrict your team members from sharing files and folders externally from their My Folders.

Note: You can also selectively restrict external sharing in My Folders for individual team members and client users.

Manage external share settings

Allow direct sharing via email addresses

Enabling this setting allows your team members to share files and folders directly with external users using their email addresses. As an added layer of security, external users must verify their email addresses with One-Time Password (OTP) authentication to access the shared files and folders.

1. Click Admin Console in the bottom-left corner of your WorkDrive account.
   The Admin Console page will open in a new tab, and the Dashboard tab will be selected by default.
   
   
2. Click Settings in the left pane.
   The Profile settings will be displayed by default.
   
   
3. Select Sharing.
   
   
4. The Allow files and folders to be shared outside this team toggle will be ON by default, if not turn it ON. Once enabled, you'll see a list of external share setting controls.
   
   
5. Toggle ON the Allow direct sharing via email addresses option. This will enable the direct sharing with external users using their email addresses.
   Toggle OFF this setting to restrict users from sharing files and folders via email addresses.
   
   
6. Once enabled, you can choose to allow sharing with:
1. Any external users: Team members can share files and folders with any external user.
2. Only specific domains and external users: Team members can share files and folders only with specified domains and external users. To add specific domains or external users follow the steps below:

Whitelist specific domains or external users

1. Click the Manage list link under the Only specific domains and external users option.
   
   
2. Enter a domain name or email address.
   
   
   
   
3. Click Add. The domain or email will be added to the list.
   
   Note: You can add up to 500 domains or external users to the Whitelisted Domains and External Users list.
   
   
4. To remove a domain or user, click the X icon next to the domain name or email address within the Manage List dialog box.
   
   
5. To manage shared items for a specific user, click the View shared items button. This will open the Data Administration window, where you can delete or manage shared items for that user.
   
   
6. To manage all shared items, click the View All Shared Items hyperlink at the bottom.  This will take you to the Data Administration window, where you can centrally delete or manage all shared items.

Allow sharing via external share links

Enable this setting to allow team members to share files and folders via external share links. These links provide a secure method for sharing content externally by offering options such as setting passwords, expiration dates, and download restrictions, as well as requesting user information upon access. These measures help ensure that your shared data remains secure.

Enforce passwords for external share links

1. Toggle ON the Allow sharing via external share links setting.
   
   
2. Mark the Enforce password checkbox. This mandates password protection whenever an external share link is created.
   
   
3. Once you enforce the password, you can configure a strong password policy in-order to make the links more secure.
   
   The password policy comprises of the following options: 
1. Minimum password length 
2. Minimum special characters 
3. Minimum numeric digits 
4. Must contain both upper and lower case letters
   
   Check the required password options and choose the values accordingly.

Notes:

1. This setting will only apply to new external share links created in the team.
2. When you change the link settings of existing external-share links, you will be asked to set a password to save any changes.
3. The default password policy for external share links is:
1. Minimum of three characters
2. Special characters not required
3. Numeric digits not required
4. Both upper and lower case letters not required
   

Default expiration period for external share links

1. Toggle ON the Allow sharing via external share links / Allow sharing via download links setting.
   
   
2. Mark the Set a default expiration period checkbox. By default, the expiration period will be set to 30 days.
   
   
3. Change the expiration period if required from the following options:
1. After 7 days
2. After 15 days
3. After 30 days (default)
4. After 6 months
5. After 1 year
6. Set a custom expiration period (Choose a custom expiration date from 1 to 365 days)

Note: Users will be able to change or remove the default expiration period while creating new external share links / download links.

Allow sharing via download links

Sharing files and folders via download links enables external users to quickly access the shared items and download them to their machines. Therefore, it is recommended to only share these links with trusted contacts. To enhance the security of the shared links, WorkDrive provides options to set download limits and expiration dates.

1. Click Admin Console in the bottom-left corner of your WorkDrive account.
   The Admin Console page will open in a new tab, and the Dashboard tab will be selected by default.
   
   
2. Click Settings in the left pane.
   The Profile settings will be displayed by default.
   
   
3. Select Sharing.
   
   
4. The Allow files and folders to be shared outside this team toggle will be ON by default. If not, turn it ON. Once enabled, you'll see a list of external share setting controls.
   
   
5. Toggle ON Allow sharing via download links. Your team members can now share files and folders by creating download links.
   Toggle this setting OFF to restrict your team members from creating download links.
   
   
6. If needed, you can also set up a default expiration period for any new download link created across your team by following these steps.
   

Default expiration period for download links

Team admins can set a default expiration period for all external share links and download links. If set, the default expiration period will be applied automatically, but users can choose to manually change or disable the expiration date if required.

1. Toggle ON the Allow sharing via download links setting.
   
   
2. Mark the Set a default expiration period checkbox. By default, the expiration period will be set to 30 days.
   
   
3. Change the expiration period if required from the following options:
1. After 7 days
2. After 15 days
3. After 30 days (default)
4. After 6 months
5. After 1 year
6. Set a custom expiration period (Choose a custom expiration date from 1 to 365 days)
   

Note: Users will be able to change or remove the default expiration period while creating new download links.

Allow sharing via permalink settings and embed codes

Enabling this setting allows team members to share files and folders with anyone on the internet via permalink settings and create embed codes to showcase the files and folders in blogs and websites.

1. Click Admin Console in the bottom-left corner of your WorkDrive account.
   The Admin Console page will open in a new tab, and the Dashboard tab will be selected by default.
   
   
2. Click Settings in the left pane.
   The Profile settings will be displayed by default.
   
   
3. Select Sharing.
   
   
4. The Allow files and folders to be shared outside this team toggle will be ON by default, if not turn it ON.
   Once enabled, you'll see a list of external share setting controls.
   
   
5. Toggle ON Allow sharing via permalink settings and embed codes. This will enable your team members to share files and folders with anyone on the internet as well as via embed codes.
   
   Toggle this setting OFF to restrict users from sharing files and folders via permalink settings and embed codes.

Set download and print permissions

1. Toggle ON the Allow sharing via permalink settings and embed codes setting.
   
   
2. Mark the Allow download and print for embedded files and folders checkbox to enable anyone on the internet to download and print the embedded files and folders.
   Uncheck this box to restrict the download and print options for embedded files and folders.