How to Control Access and Share Documents in Zoho Writer

How to Share Documents and Control Access and in Zoho Writer

Overview

Zoho Writer lets you share document with individuals, groups, or all users of your organization. It offers a range of privacy settings to ensure that your documents are only visible to the people you choose, and also help you control what your collaborators can do on your documents. Zoho Writer offers the flexibility to share documents to:
  1. Specific users within your organization
  2. Everyone in your organization
  3. Users without a Zoho account (using an OTP)
  4. Anyone on the internet

Steps:

            Open the Document, Click the Share button located in the top-right corner.

Share with specific users

      In the Share dialog that opens:
  1. Enter the email address of the user to whom you wish to share the document.
  2. Click the Access Level dropdown to choose the desired document access permission.
                             
  1. Customize share based on your preference:

    1. Click Add Message to include a short note or instruction with the share notification.

    2. Check the Set Expiration box if you want to limit access to a specific period. Choose the desired expiration date and time.

You can also use the existing external share link option to share documents with users who are not a part of your organization. Unlike the new OTP-based sharing, this external share link option will allow any user who has the link to access the document and view, edit, or add comments as per the permission set for that document.

  1. In the Share dialog that is displayed:
Click New external share link.
    1. In the dialog that opens, enter a name for the URL and choose the desired access level.
    2. Enter the email addresses or link name of the contacts with whom you want to share the document with.
    3. Set password if required. Please note that, you have to share the password manually to your collaborators.
    4. Set an expiration date for your password by toggling on Set expiration after  if you want to prevent your contacts from accessing the file after a specific date.
    5. Enable Download and Print actions if required. 
    6. Turn on Request user data and choose the required data from the dropdown, i.e., Email, Phone and Name. If this is enabled, the person with the link will be allowed to access the document only on entering the requested data. (email, name and phone)
    7. Click Create, to create a new external link.



External Sharing with OTP

You can now securely share documents with collaborators even if they don't have a Zoho account with an one-time password (OTP). This allows them to view and edit documents, track changes, and add comments without a Zoho account. Their changes and comments will be highlighted using their email address.

OTP-based sharing offers an enhanced layer of security and simplifies access control, as it ensures only the authorized collaborators can access the documents and also perform only the specified operations.

External users will only be notified via email when a document has been shared. After verifying their email address via OTP, a user can access shared files and folders.



After creating a New External Link, you can copy the link or remove sharing by clicking the Share button from TopBand



Troubleshooting Tips

Problem : 1

Description : How should i share my document with external collaborators so they can view comments and tracked changes without being required to sign in?

Solution       : Share the document in one of the following ways to achieve this

            1.Create an External Share link with 'view' access.

            2. Direct sharing - involves a OTP authentication.

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