Share Settings in WorkDrive

Share Settings

External Sharing

Share files with clients or partners outside your team  and allow your team members to exchange ideas by enabling share settings. Disable them to prevent your company's data and team files being shared outside your team.



To 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. Dashboard will be selected by default.
  2. Click Settings in the left panel. 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.
  • If you want to make sure that none of your team files go outside your team, turn this setting off.
  • If you have clients or partners outside your team with whom your team members may need to share files, turn this setting on.
  • When external sharing is enabled, 
    • Team members will be able to create share links, embed codes, and download links for external users
    • Team Folder Admins can choose to enable or disable this option within their Team Folders. Learn more

To disable external sharing in My Folders:
  1. Click Admin Console in the bottom-left corner of your WorkDrive account.
  2. The Admin Console page will open in a new tab. Dashboard will be selected by default.
  3. Select the Sharing tab in the left pane to open it on the right.
  4. The Allow files and folders to be shared outside this team toggle will be ON by default, if not turn it ON.
  5. Uncheck Allow external sharing in My Folders. A confirmation dialog will open.
  6. Click DISABLE.
  1. When this setting is disabled, existing embed codes, external links, and download links will no longer work. Permalink with “Anyone on the internet” visibility will not work for external users.
  2. When this setting is disabled, new embed codes, external links, and download links cannot be created. Also, permalink visibility cannot be changed to "Anyone on the internet". This will apply to all the resources in My Folders of all the users in the organization.
Refer to this link if you want to disable external sharing in My Folders for individual users.

Download and print permissions for embedded files and folders

Allow or restrict anyone on the internet to download and print embedded files and folders from websites and blogs. 



To set download and print permissions:
  1. Click Admin Console in the bottom-left corner of your WorkDrive account.
    The Admin Console page will open in a new tab. Dashboard will be selected by default.
  2. Click Settings in the left panel. The Profile settings will be displayed by default.
  3. Select Sharing.
  4. Toggle ON/OFF Allow download and print for embedded files and folders
  1. Only when external sharing is enabled at the team level, you can allow or restrict download and print options for users.
  2. Learn how to create embed codes for files and folders

Mandatory password

Team admins can mandate all users to set passwords when creating external share links. They can also set a strong password policy if required, making the links more secure.


To enforce passwords for external share links:
  1. Click Admin Console in the bottom-left corner of your WorkDrive account.
  2. The Admin Console page will open in a new tab. Dashboard will be selected by default.
  3. Click Settings in the left panel. The Profile settings will be displayed by default.
  4. Select Sharing.
  5. Toggle ON/OFF Enforce passwords for external share links.
    You can set a password policy if required. You will have the following options:
    1. Minimum password length
    2. Minimum special characters
    3. Minimum numeric digits
    4. Must contain both upper and lower case letters

  6. Check the required password options and enter the values accordingly.
  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 3 characters
    2. Special characters not required
    3. Numeric digits not required
    4. Both upper and lower case letters not required

Default expiration period

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.



To set a default expiration period:
  1. Click Admin Console in the bottom-left corner of your WorkDrive account.
  2. The Admin Console page will open in a new tab. Dashboard will be selected by default.
  3. Click Settings in the left panel. The Profile settings will be displayed by default.
  4. Select Sharing.
  5. Toggle ON/OFF Set a default expiration period for external share links. By default, the expiration period will be set to 30 days.
  6. Change the expiration period if required from these options:
    1. After 7 days
    2. After 15 days
    3. After 30 days (default)
    4. After 6 months
    5. After 1 year

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