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How Do I Make File and Folder Links More Secure?

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Egnyte makes it easy to keep links secure. Users can make the link public (accessible by anyone) or private (only accessible by people who are users in the Egnyte domain), add a password, and more. All of these settings are available after clicking the Change link options when creating a new link. There are also settings under General that Admins can change to control the default options for links.

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Public Links

Private Links

Specific Recipients

Additional Security Options

For Admins

Public Links

When creating a new link to share with someone outside of an Egnyte domain, a user needs to create a Public Link. Choose Anyone from the Who will have access? drop-down.

For sharing a Public File Link that is secured with a password, select Anyone with a password instead. Egnyte automatically generates a strong password; however, the user can delete and type in their own password.

The user needs to send the password to the link recipient in a separate message, even if they use the password Egnyte generates.

webui_redesign_share_link_password.png

Private Links

For <Your Egnyte Account> users option, the link will be inaccessible to anybody who is not a user (Admin, Power, or Standard User) in your Egnyte domain. If the recipient is not already logged in to their Egnyte account, they will need to do so to view the link. 

webui_redesign_share_link_domain_users.png

If the user selects the <Your Egnyte Account> users I email this link to option, the link will only be accessible to a user from the Egnyte domain specified in the Email Addresses field. This means that even if someone from the same Egnyte domain finds the link, they won’t be able to access it unless they were specified when the link was created.

For this option, the user won’t be able to copy and paste the link or send it using their own mail client. Egnyte needs to know the list of recipients in order to restrict access accordingly.

Specific Recipients

When the user needs to share a file with specific individuals outside of their organization and ensure that only those people can access the file link, they can use the newly enhanced Specific Recipients link security option.

Previously the recipient-specific link security choice only allowed domain users to be included as recipients. Users can now include third parties who are not users in the recipient list by adding their email addresses. For more details, see 3rd-Party-Recipient-Specific-File-Links.

webui_redesign_share_link_specific_recipients.png

 

Additional Security Options

Whether opting for a Private or Public Link, users can enhance the security of the link by using hte additional measures:

  • Add the expiry date for the link

    webui_redesign_share_link_expiration_date_setting.png

  • Have the link expire after it has been clicked more than a few times.

    Users can choose this option if they know their recipient will only need to look at the file once or a few time.

    webui_redesign_share_link_expiration_click_setting.png

  • Receive an email every time someone clicks on the link.

    webui_redesign_share_link_enable_notification.png

  • Only allow users to preview the file.

    This option is not available when sharing a folder link.


    webui_redesign_share_link_allow_downloads_off.png

For Admins

Account Administrators can do a few things at the account and folder level to ensure that links are being shared safely and restrict their users from making changes to certain settings. Most of these settings are controlled from the Configuration settings tab under the Sharing section of General settings.

Account Level

Administrators can decide whether their users are allowed to utilize the file and folder links. If file and folder links are allowed, Administrators can choose which types of links to allow and set a default type. Admins can also set a default and maximum link expiration for file and folder links.webui_redesign_sharing.jpg

Folder Level

Administrators (or folder owners) can also adjust whether public links are allowed at any folder level.

  • Navigate to the desired folder
  • Select Folder Details & Options from the More drop-down.

    webui_redesign_folder_details_metadata1.png

  • Select the Options tab and choose from the following options:
    • Users can send public links to files and any sub-folders.
    • Users can send public links to files only.
    • All public links are prohibited for the folder's contents.

      webui_redesign_folder_options_allow_share_links.png
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