Tips and Tricks #35: 5 ways to securely share information with both internal and external stakeholders

Tips and Tricks #35: 5 ways to securely share information with both internal and external stakeholders



Hello everyone!

We're back with another interesting WorkDrive tip for you all. In case you want to view our previous articles in the Tips and Tricks series, you can find them here. 

In today's post, we'll show you different ways to securely share files with both internal and external stakeholders from your WorkDrive account. 

  1. Share with an email: When you want to work with specific colleagues within your organization, you can directly share the file or folder with them using their email. To do this, 
    1. Select the file or folder and click Share from the top bar.
    2. The Share dialog box will appear.
    3. From here, add the email address of anyone you want to share the file with, choose an access level for each recipient, and click Share.
  2. Modify file visibility: When you want to share files and folders with a large group of colleagues within your company, you can use the "modify visibility" option. To do this, 
    1. Select the file or folder and click Share from the top bar.
    2. The Share dialog box will appear. 
    3. From here, select Change Visibility next to the file permalink.
    4. The Link Settings tab will open, from which you can decide who can access the file. 
    5. WorkDrive offers three options at this level: the first is anyone within the Team Folder, second is anyone within the organization, and third is anyone on the internet. 



  3. Create download links: When you have large email attachments, you can create download links and share it via email. You can set a download limit and expiration for each download link. You can also create multiple custom download links for the same file or folder and share them with different user groups. To create a download link, 
    1. Select a file and click the Share icon in the top bar. The Share dialog box will appear.
    2. Click + NEW in the share dialog and select Download link. A download link dialog box will open.
    3. Enter a link name for easy reference.
    4. To set a download limit for the file, toggle Set download limit on and enter the limit number.
    5. Toggle Set expiration on to set an expiration date for the download link. This will make your download link invalid after the set expiration date.
    6. Click Create. A new dialog box will open.
    7. Click Copy to copy the download link to share it with external users, or enter the email addresses of users separated by commas, add a personal message, and click Send Email.



  4. Create external sharing links: WorkDrive's external sharing feature is a great option when you want to share your work or collaborate with people outside your organization. You can create multiple links for the same document to share it with different groups of people. Here's how you can create a share link:
    1. Select a file or folder and click Share from the top bar.
    2. Click New in the Share dialog box and select External share link. 
    3. The external share link dialog box will appear, from which you can customize the link name, set a password, and restrict file downloads. You can also require viewers share select information before downloading. 
    4. Once you modify the settings to your preferences, click Create. 



  5. Generate embed code: Have a brochure that you want to add to your website or want to showcase your designs to the world? With WorkDrive, you can generate embed codes for files and folders and include them within your blog and websites. You can track the access stats for the file as well. To create an embed code, 
    1. Select a file or folder and click the More actions icon in the top action bar.
    2. From the dropdown, select New embed code. 
    3. Alternatively, you can right-click the file or folder and select New embed code.
    4. Copy the code and embed it on your website or blog. 


We hope you found today's tip useful! If you have any questions or feedback to share, feel free to comment below or email us at support@zohoworkdrive.com 

See you soon with a new tip!
—the Zoho WorkDrive team