Sharing & Collecting Files
An exchange can give someone access to existing files, collect a submission, or support ongoing work together. Files.com provides Share Links, Inboxes, user accounts, and Partners for these different arrangements. Choose the interaction the recipient needs, then configure its access controls and lifecycle.
The Exchange Method
| Recipient's Need | Suitable Starting Point |
|---|---|
| Open selected files in a browser without an ongoing account | A Share Link with appropriate allowed actions and access controls. |
| Submit files without browsing the destination folder | An Inbox for a maintained intake point, or an upload-enabled Share Link for the exchange. |
| Work repeatedly through Files.com apps or protocols | A user account with the required permissions and connection methods. |
| Participate as part of an external business with several people or systems | A Partner containing that organization's accounts. |
A Partner defines the relationship and its account boundary. It does not replace the connection method. The supplier's staff might use the web interface while its billing application uses SFTP, with both accounts belonging to the same Partner.
Live Files Or A Fixed Copy
A Live Share Link reflects subsequent changes to the shared files or folders. It fits a working collection where recipients should see the current contents, and it can permit supported changes by visitors.
A Snapshot Share Link captures a read-only copy at creation. It fits a document package whose contents should remain the version you sent. Its storage and expiration rules differ from a live link. The Outlook Add-In creates this snapshot form when sending local files.
This choice determines what a later replacement means. Updating a file behind a live link changes what recipients receive. Updating the original does not change a previously created snapshot. Expiration and revocation govern future access through the link; they do not retrieve copies already downloaded.
Recipient Identity And Access
Share Link security includes passwords, email-based one-time passwords, recipient access control, expiration, and site-wide policy. Registration can collect information about a visitor, but the identity assurance depends on the authentication and invitation controls used.
For example, an invitation URL associated with an email address is not by itself proof that the person opening it controls that mailbox. Email-based one-time passwords add that verification. Exact combinations and constraints belong to the security reference; select them according to the sensitivity of the exchange and how recipients will enter it.
Link access is also distinct from its creator's current folder access. A live link belongs to the business and can continue after the creator loses access. Ownership and Sharing Policy explains how to revoke links, transfer ownership, and apply account-deactivation policy.
Maintained Intake Points
An Inbox provides a lasting submission location. It can accept web uploads or, when configured, files sent by email. Each visitor session is an independent submission; visitors do not browse the destination or return to manage previous submissions through the Inbox.
That fits collecting supporting documents or emailed attachments into a process your staff operates. A user account is more appropriate when the sender needs to return, inspect existing files, or use a protocol. The Partner File Exchange example covers recurring relationships involving both people and applications.
Publishing And Follow-Up
Embedding places a Share Link or Inbox interaction within your own website. Public Hosting serves files or static content over HTTPS when a stable web resource is the intended result. Its access settings deserve their own review before publishing sensitive content.
After the exchange is available, File Activity & Notifications explains how to follow submissions and access. A visitor's upload receipt, a notification to your staff, and evidence that a downstream process accepted the file answer different questions.