Overview: What are external links?
An external link is a URL address. You can use this URL to share documents, collections and subfolders with third parties.
Description
An external link is a URL address. You can use this URL to share documents, collections and subfolders with third parties.
Info: The recipient of the external link has access to the current status of the content.
Authorisations
The authorisation to create external links depends on your user role:
User role | Authorisation |
Administrators | Can create external links to all visible collections, folders and documents |
Internal users | Can create external links to all visible collections, folders and documents |
External users | Can only create external links for collections and documents of which they are the owner |
Guests | Cannot create external links |
Find function
For collections/folders
Select the desired collection or folder
Click on External link for this collection/folder
Configure the link according to your requirements
Create the link
For documents
Select the desired document
Select the "External link" tab
Click on "Create external link"
Configure the link according to your requirements
Create the link
Note: The number of downloads is only displayed in the configuration menu for external links to documents.
Configure and create the link
The link is now created. You can close the window:
Click on "X" (top right corner) OR
Click on "Save"
Managing external links
You can customise external links at any time:
Open the configuration menu of the external link
Make the desired changes
Click on "Save" to apply the changes
Important information:
The changes take effect immediately
The link itself (the URL address) does not change as a result of the new configuration
You do not need to inform the recipient of a new link
Deleting external links
Warning: The deletion of external links cannot be undone.
If you delete a link, please note the following:
The link is deactivated with immediate effect
You cannot restore the deleted link by creating a new one
Mandatory configuration for external links
Administrators can use this function to force certain requirements to be met.
Available specifications
You can define the following requirements as mandatory:
Protect link with password
Limit validity
Hide date information from documents
Allow downloads
Limit downloads
You can also specify minimum criteria for passwords.
Scope of application
Note: The settings apply to all external links that are created from the time of configuration. Existing external links remain valid until they are changed. They must then also comply with the configured specifications.
These settings apply to all users of the client.
Finding the configuration
Administrators can find the configuration under:
Settings → Account settings → Mandatory configuration for external links
Log view
The system automatically logs the following actions:
Creating an external link
Changing an external link
Deleting an external link