Share with File and Folder Links in the WebUI

Egnyte makes it easy to share content inside and outside of your organization through Share links. Follow one of the links below to learn how to effortlessly collaborate with Egnyte.

Only Administrators and Power Users can create share links.

Share File Links

To share a file with a user without requiring a login, a link to the specific file can be sent. When the user clicks on the link, Egnyte will generate a preview of the file. The user can review it there or download the file.

There are four easy ways to share files from Web UI.
- The first option is to hover on the three-dots icon for a file and select the Share button.
- Alternatively, hover over the file, click on the three-dots option and click on the Share option from the context menu. Users can also right-click on the file and select the Share option from the context menu.
  The example below displays the context menu when the user right-clicks on the file.
- Another way is to select the checkbox next to the file and then click on the Share option in the Context menu.
- Additionally, customers on Business, Enterprise Lite, Enterprise, Starter, Essentials, Elite and Ultimate plans can also create Share links from the Quick View window.
When the dialog opens, the user will see the share options and link properties.
If the Get share link is chosen, the link will be copied with the access settings and link properties as selected.
Choosing Email Link option will enable the user to specify the email recipients and share the link with them.

Access Settings

To adjust the access settings before sharing the link, choose any of the following options.

Anyone: Public link accessible to anyone with the link
Anyone with a password: Password protected public link accessible to anyone with the link and the password
Existing user(s): Private link accessible only by users with an active account on the domain
People you choose: Accessible only by the recipients of the link shared using the Email Link option

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Public Share links to files posted in messaging apps such as Slack, Microsoft Teams, and iMessage display a visual thumbnail preview of the linked file.

Thumbnail previews are available for PDFs, images, videos, and other supported file formats and are shown for files up to 100 MB in size.
Links that are password-protected, have recipient email verification enabled, are restricted, expired, watermarked, click-expiring, or are folder links are not supported.

Links Properties

The user can set the link properties using the options available.

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Co-Editing: Choose to allow co-editing on the file. The option enables the link recipients, regardless of the permissions, to co-edit the file in online editor and save changes back to the original location of the file. When co-editing is allowed, the option to show recent file version is auto-enabled and cannot be changed.
Downloading: Choose to allow downloading the file
Link expiry: Make links more secure by setting the link expiry for a specific date or number of clicks on the link.
Notify when link accessed: Request an email notification whenever the link is clicked
Include file name: Choose to include file name in the link
Watermark file: Choose to watermark a file. Watermarking a downloadable file will convert it into a non-editable PDF
Show recent file version: Set whether the link always points to the most recent version of the file or whether it references the current version only. When co-editing is allowed, the option to show recent file version is auto-enabled and cannot be changed.

- The user cannot watermark a co-editable file and vice versa.
- Co-edit via normal links is available to all the platform plans whereas co-edit via Preview Only Link is only available to the Platform Enterprise Lite, Platform Enterprise, and both the Document Room plans.

Share Folder Links

To share the contents of an entire folder with a user who doesn't have permission to a folder or with an outside business partner, browse to the folder and then select the Share option at the top.

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Users can also select a specific folder and click on the Share option in the context menu.

The folder link dialog looks very similar to the file link dialog. Users can adjust the link's options to decide who will have access to the folder, set an expiration for the link, and more.

When the recipient opens a folder link, they'll see a display of all its contents. They can preview the contents there, download all of it at once, or pick individual files. If the public folder link is password-protected then they'll be asked to enter the password before they can proceed.

Users can also share preview-only folder links. The recipients will be able to preview the content in the Web UI using these links but will not be able to download it.

Preview-only folder links are available to Platform Enterprise, Egnyte Gov Enterprise, Life Sciences Professional, Document Room, Document Room Professional and GxP with Governance customers.

Direct Links

A Direct Link is the URL address of the file or folder within the Egnyte domain, and it takes the recipient directly to that item in the Web UI. It applies each recipient’s existing permissions, so only users who already have access can open it, and they see the content according to those permissions.

A Direct Link remains accessible unless:

The file or folder associated with the link is deleted. Deleting a version of a file does not affect the Direct Link.
The recipient does not have permission to the source folder.

Moving or renaming a file or folder does not change its URL, so existing Direct Links remain active. Making a copy creates a new URL for the copied item, so the original link does not point to the copy.

A Share Link created for existing users can be opened by any authenticated user on the domain, and every recipient sees the full contents of the shared folder regardless of their own folder permissions. A Direct Link, by contrast, respects each recipient’s existing permissions.

To copy a Direct Link, select a file or folder and click Copy direct URL from the context menu.

Alternatively, for folders, navigate to the folder that is to be shared, click the three-dots icon and select Copy direct URL OR choose More actions -> Details & Options.

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From there, just copy the Direct link on the Details tab and start sharing.

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Additionally, for files, Direct Links can be copied from the Details pane in full File Preview.

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Direct links can also be copied from the Quick View window. This option is only available to customers on Business, Enterprise Lite, Enterprise, Starter, Essentials, Elite and Ultimate plans. Contact your Egnyte account manager or the Sales team for more information.
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