Manage external sharing in a Team Folder | Zoho WorkDrive

Manage external sharing in a Team Folder

Admins and Organizers in a Team Folder can view and manage all their external share links, download links, and embed codes in one place. This will help them monitor all externally shared files and folders effortlessly.

To manage external sharing in a Team Folder:
1. Navigate to the left panel and click on a Team Folder to open it on the right.
2. Click Manage next to the Team Folder name in the top and select Settings from the dropdown.
3. Click the External Sharing tab.

All external share links, download links, and embed codes created within the Team Folder will be listed.

The following details will be shown:
  1. Name of the external share link, download link, or embed code
  2. Name of the user who created
  3. Created Time 
  4. Name of the file or folder for which the external share link, download link, or embed code is created
You can scroll down to view all the external share links, download links, and embed codes in the Team Folder.



4. Click Actions next to the external share link for the following options:
  1. Copy link - Copy the external share link to share.
  2. View stats - View who has accessed your files, their total views and downloads.
  3. Settings - View or change external share link settings. (Refer here)
  4. Delete share link - Delete the external share link that you no longer need.
5. Click Actions next to the download link for the following options:
  1. Copy link - Copy the download link and share it with external users.
  2. View stats - View the number of downloads by external users, and the date and time they last downloaded the file.
  3. Change settings - View or change download link settings. (Refer here)
  4. Delete download link - Delete the download link if required
6. Click Actions next to the embed code for the following options:
  1. Copy code - You can copy the embed code and add it to a website or blog.
  2. View stats - WorkDrive will show you a list of external users who have accessed the embedded file or folder, their number of views and downloads, and the date and time they recently accessed.
  3. Change settings - View or change embed code settings. (Refer here)
  4. Delete embed code - You can delete the embed code if required.

Deleting external share links, download links, or embed codes will restrict the external users from accessing their files or folders.

  1. Admins and Organizers in the Team Folders can only view and manage their external share links, download links, and embed codes if external sharing is enabled at both Team level and Team Folder level.

  2. At Team level, only the Team Admins or the Super Admin can enable or disable the external sharing. Refer here for more.

  3. Only the Team Folder Admins can enable or disable external sharing at the Team Folder level. Refer here for more.

  4. If external sharing is disabled either at Team level or at Team Folder level, Admins and Organizers in the Team Folders can only view stats of the previously created external share links.
If external sharing is disabled, files and folders cannot be shared with external users. External users will lose all access to the already shared files and folders via the external share links.

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