Files.com Blog

Share Links - Now an even more powerful tool

Wednesday, September 18, 2019

Share Links is one of the most popular features of the Files.com platform. This powerful tool allows you to extend your reach beyond your credential-holding user base while maintaining control of the files you share.

Because so many of our customers rely on Share Links as part of their vital processes, we remain committed to bringing you powerful new capabilities on a regular basis.

Here are seven recent improvements we’ve added to make Share Links even more powerful!

You wanted more control over access to files included in Share Links.

Now, all users with Share Link permission also have the ability to protect the shares they create with a password. When an extra layer of security is called for, this option strikes an ideal balance between the efficiency of Share Links and the access control provided by a password.

Administrators are now able to enforce password protection on all Share Links.

This makes security policies easier for your users to follow and takes away that question: “Should I add a password to this Share Link, or not?”

Most users send their Share Links directly to the recipient using Email. While fairly simple, the process wasn’t as efficient as it could be. Now, all users have the ability to send their new Share Link directly from within the Files.com web interface. This saves time and prevents inaccuracies from accidentally pasting the incorrect Share Link to your customer.

Simply click the Share via email button after the Share Link has been generated, enter the recipient’s email address, add your custom message, and click send. We take care of the rest!

Setting a custom expiration date

Site administrators have always had the ability to control how long Share Links remain active after creation. This setting is helpful when setting the baseline for your security model, but are all Share Links created equal? What if your user needs the Share Link to be removed after access? Do you really want this data being accessible for 30 days?

Now, when creating the Share Link, all users have the ability to set a custom expiration date up to the site-wide default for individual shares. You can also set an individual Share Link to never expire. (In the near future, this custom expiration date will be made even more valuable by automating new workflows revolving around this date… stay tuned for that upcoming announcement!)

Custom copy on the download page

Instruction and reminders are always helpful, and until now, you had to send those with Share Links in an email message, and people using the links didn’t always read them. Better to have that copy on the download page with the files!

Now, when creating a Share Link, you can enter the text you would like to be included on the page using the Description field. Since this text block only applies to the individual shares, you can personalize each Share Link download page directly for your audience!

Simpler Sharing interface

With more users creating more Share Links than ever, the Files.com design team wanted to look for ways to make the interface more intuitive and undertook a major project to revitalize the Sharing tab to make it simpler, yet more powerful for all users.

In this update, users are able to quickly view their Share Links, copy Share Links to the clipboard with one click, view internal notes about shares, and more. Site administrators can also use this page to quickly scan for insecure Share Links.

Adding internal notes

More than a few users have told us that, by the time their Sharing tab is populated with a long list of links, they find it easy to lose track of what each share includes and what it was created for.

We heard you, and the fix is in!

In this latest version, users now have the ability to add an internal note to each Share Link which will be displayed in the Sharing tab.

Drop a note in to remind yourself and your coworkers what the share is, who the audience is, why you created it. This note field also makes it convenient for auditing and revoking stale shares!

Questions? New ideas? Need help?

We are confident that you are going to love the new functionalities and security for Share Links. There are so many great use-cases for these new features, and we would love to hear yours!

Please let us know how we can help. Would you like to talk through more scenarios or possibilities? Have an idea of how we can add more features to Share Links? The Files.com Customer Success team is here and glad to help. Please contact us by email, chat, or phone (1-800-286-8372 ext 2).