Sharing documents securely is essential for collaboration and maintaining confidentiality. Depending on your needs and permissions, you can either:

1. Share multiple folders and files with a Trusted Collaborator, or
2. Create a Encrypted Link to share with an External User.

Both methods allow you to securely share documents based on your collaboration needs. Trusted Collaborators are ideal for ongoing access to multiple files and folders, while Encrypted Links work best for sharing single files with time-limited access. This guide outlines how to use both methods, step by step, to ensure seamless and secure file sharing.

Sharing Multiple Folders & Files with a Trusted Collaborator 

The Trusted Collaborators feature allow users to share access to specific files, folders and Entities. Please note that depending on your role you may or not be able to add collaborators to a vault.

Steps to Share Files with a Trusted Collaborator

1. Access the Contact's Tab

   • Inside a vault, navigate to the Contacts tab.
   • Double-click on the contact you want to collaborate with.

2. Set Permissions and Access

   • Define the collaborator’s permissions and folder access:
     • General Permissions: Optional. Enable features like "Manage Reminders" if needed.
     • Entities: Mandatory. Assign at least one entity for access. Collaborators will see documents tagged to their assigned entities and folders.
   • To view available documents for assignment, click the document icon in the Permissions window.
   • Permissions for folder access:
     • Vault-specific collaborators can access folders at any level.
     • Global Trusted Advisors are limited to level 2 (subcategory) folders.

3. Send the Notification

   • If this is the collaborator’s first time, send an email invitation.
   • You can choose to send the notification immediately or later. The system will mark the contact as Invited or Active based on their status.

Sharing Files via an Encrypted Link

Sharing a Single File via Email with an Encrypted Link

Encrypted Links are a secure way to share one document with external users.

Steps to Share a File via Encrypted Link

1. Select the Document

   • Locate and right-click on the document you want to share.
   • Note: You can only share one document at a time for this option.

2. Click “Share File via Email”

3. Enter the Recipient's Details

   • Type the recipient's email and click enter or select their name if they are already in your contacts.

4. Customize the Message

   • Edit the subject line and add a personalized message if desired.

5. Set an Expiration Date

   • To enhance security, add an expiration date. The document will no longer be accessible after this date.
   • Any view or download actions will be tracked in the document’s History tab of the file.

6. Click “Share”

   • The recipient will receive an encrypted link. They can view and download the file via the Actions button.

Share one or multiple Files via Secure Encrypted Links

1. Select Files to Share

   • Navigate to your vault and select multiple folders or individual files.

   • Right-click and choose Share Files via Link from the Actions menu.

2. Set Up the Link

   • Add a title to the link (used for internal tracking).

   • Enter a password and set an expiration date.

   • Click Continue to generate the link.

3. Copy & Share the Link

   • Once created, copy the link and share it through your preferred email or messaging service.

   • Important: The system does not transmit the password automatically. You must share it separately.

4. Accessing Shared Files

   • Recipients will need to enter their name and email before accessing the files.

   • The files will be displayed as a flat list, even if they were originally stored in folders.

Learn more about how to manage this links here: How to Share and Manage Files via Secure Links