Prerequisites

• Access to the Drive (DR001) menu.
• User connected with editor permission on the record.

Introduction

The sharing feature of SoftExpert Drive allows you to make files and folders available to other users and teams in the system, with the assignment of specific permissions according to the desired type of access.

Internal sharing allows you to send the record to users, teams, functions, departments/functions, or organizational units, ensuring access control within the corporate structure.

To demonstrate this type of sharing in the practical scenario of the flow, the visual identity folder will be shared with the graphic design team.

Public sharing, on the other hand, makes the record accessible outside the organization, allowing anyone with the link to access the content. In this case, you can set an expiration date for the link, ensuring that access is automatically terminated after the stipulated period.

In the practical context of the flow, this type of sharing can be used to send graphic materials or documents to the organization's users and customers, as will be illustrated in the step by step.

Internal sharing

1. Access the Drive (DR001) menu in the My drive view.

2. Place the mouse cursor over the file or folder and expand the button that will be enabled.

3. Click the Share option so that the sharing screen is opened.

4. Click the Add button to add an access.

5. In the Access type field, define the group of users that will have access to the file or folder.

6. In the Permission field, select whether the group will have editor or viewer access.

7. In the selection panel, select the desired group according to the chosen access type.

8. Click Add.

9. If email notification is enabled, use the field that will be displayed to customize the message sent to notify about the sharing.

10. Use the Copy link and Generate QR Code buttons to share the file or folder via link or QR Code.

11. Click Finish to complete.

Public sharing

1. Access the Drive (DR001) menu in the My drive view.

2. Place the mouse cursor over the file and expand the button that will be enabled.

3. Click the Share option so that the sharing screen is opened.

4. Click the Add button to add an access.

5. In the Access type field, select the External > Public option.

6. Enable the Set expiration date for public link option and enter the date until which the file can be accessed publicly.

7. Click Add to complete.

Viewer and editor permissions

Currently, the viewer and editor permissions are available. For file-type records, only the viewer permission can be assigned. For folder-type records, you can assign both the viewer and the editor permission.

The viewer permission allows the user to:

• View the record
• Download the record

The editor permission allows the user to:

• View the record
• Edit the file
• Download the record
• Share the record
• Manage access
• Rename the record
• Create new records
• Move the record
• Copy the record

Conclusion

The sharing feature of SoftExpert Drive offers secure and flexible options for the distribution of files and folders, both in the internal and external environment of the organization.

The definition of permissions by profile and the possibility of configuring the validity of public links ensure total control over access to the shared information.

Other available functions related to file sharing can be accessed below:

• Manage file access
• Request file access
• Stop file sharing