How to share documents and control access 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:
- Specific users within your organization
- Everyone in your organization
- Users without a Zoho account (using an OTP)
- Anyone on the internet
Steps
How to share with specific users
- Click Share in the top-right corner.
- Enter the email address of the user to whom you wish to share the document.
- Click the Access Level dropdown to choose the desired document access permission. You can also
- Click Add Message to include a short note or instruction with the share notification.
- Check the Set Expiration box if you want to limit access to a specific period. Choose the desired expiration date and time.
How to share with a unique external sharing link
You can use the existing external share link option to share documents with users who are not a part of your organization. Unlike the 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.
- In the Share dialog that is displayed, click New external share link.
In the dialog that opens, enter a name for the URL and choose the desired access level.
Enter the email addresses or link name of the contacts with whom you want to share the document with.- Set password if required. Please note that, you have to share the password manually to your collaborators.
- 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.
- Enable Download and Print actions if required.
- 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)
- Click Create to create a new external link.
How to share with an OTP-based access
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.
How to copy shared link or delete sharing
- After creating a new external link, you can copy the link or remove sharing by clicking the Share button.
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
- Create an external share link with 'view' access.
- Direct sharing, involves an OTP authentication.