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Sharing Files, Folders, and Other Resources

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You can share access to almost any resource stored in Folderit, including files, folders, Main Sections, external links, and form records. You can share a resource with an individual user, a user group, or—where supported—through a public link.

You can also share access through a tag, making all resources associated with that tag and its sub-tags available to selected users or groups.

When sharing, choose the permission level that determines what the recipient can see and do with the resource.

Overview of access management and resource sharing in Folderit.

Choose a permission level

Folderit provides five permission levels:

  • Previewer — can preview supported documents in Folderit but cannot download, print, copy text, or modify the resource.
  • Viewer — can preview, print, and download files but cannot change metadata, upload new versions, or delete resources.
  • Editor — can work with the resource, including modifying metadata, uploading versions, and performing other permitted editing actions.
  • Upload-only — can upload items to a folder without seeing content added by other users.
  • Custom — provides granular control over individual file and folder permissions and is available on the Tailor plan.

See Access Permission Levels for a detailed comparison, or Custom Permissions for granular access controls.

Important: granting Editor permission for the whole account gives the user account-level administrative access.

Open the sharing window

To share a resource, click its sharing icon. The icon turns blue after the resource has been shared.

Click the blue sharing icon again whenever you need to add another recipient, change a permission level, set an expiration date, or remove existing access.

Files, stored external links, and form records can be shared in the same way.

In the list view, click the sharing icon at the end of the resource row:

Sharing icon beside a file in the Folderit list view
Click the sharing icon beside a file, external link, or form record.

You can also open the resource’s detail view and click Share in the toolbar:

Share button in the Folderit resource detail-view toolbar
Open the resource and click Share in the toolbar.

The sharing window lets you select the recipient and permission level:

Folderit sharing window for selecting a user, group, permission level, expiration, or public link
Select an individual user, user group, permission level, and optional access expiration.

Share with an individual user

  1. Enter the email address of a registered Folderit user in the Share to (email) field.
  2. Select the required permission level.
  3. Optionally enable Expiration and choose when access should end.
  4. Click Share.

See Adding Users if the recipient has not yet been added to your account.

Share with a user group

  1. Open the sharing window.
  2. Select User groups.
  3. Choose the required group.
  4. Select the permission level and optional access expiration.
  5. Click Share.

Learn how to create and maintain groups in User Groups.

A public link allows someone to access a resource without signing in to Folderit. Anonymous access does not grant editing or deletion rights.

Public-link behaviour differs between individual files and folders. For full instructions, expiration options, link regeneration, and audit information, see Sharing with Public Links.

Share a folder or Main Section

Sharing a folder or Main Section grants access to a larger part of your folder structure. The recipient’s permission level determines whether they can only view content, upload new files, or edit existing resources.

In the list view, click the sharing icon beside the folder:

Sharing icon beside a folder in the Folderit list view
Click the sharing icon beside the folder that you want to make accessible.

To share a Main Section, hover over its name, click the gear icon, and select Share:

Share option in the Folderit Main Section settings menu
Open a Main Section’s settings and select Share.

The folder and Main Section sharing window uses the same general process:

Folder-sharing window in Folderit showing recipient, group, permission, and expiration settings
Choose the recipient, permission level, and optional expiration for a folder or Main Section.

Folder and section sharing also supports Upload-only access, which is useful when someone must submit content without seeing files added by other users.

Set an access expiration

You can automatically remove a user’s or group’s access at a selected date and time. Expiration can be applied when sharing files, folders, sections, and other supported resources.

See Setting Access Expiration for instructions on adding, modifying, or clearing an expiration date.

Share access to the whole account

Whole-account access is managed separately from ordinary file and folder sharing. Depending on the assigned access, the recipient may become an account administrator.

See Granting Account-Level Access.

Share resources using tags

Administrators can share all resources associated with a selected tag. If the tag has sub-tags, resources associated with those sub-tags are included as well.

Tag-based sharing is configured under Admin Tools → Metadata → Tags.

For full instructions on creating tag hierarchies and sharing tagged resources, see Managing Tags in Folderit.

Change or remove existing access

  1. Open the resource’s sharing window.
  2. Find the user or group under the existing access list.
  3. Change the permission level, modify the expiration date, or remove the sharing entry.
  4. Save or confirm the change if prompted.

A person may still retain access through another direct share, a user group, a parent folder, account-level access, or a shared tag. Review all applicable access paths if removing one entry does not fully remove access.

Video tutorial: sharing files and folders

Learn how to share resources with individual users and groups and select the appropriate permission level.