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Sharing files

Every file in Files decides who may open it. By default everyone in your organization can, and you can narrow it to yourself or to chosen people. When someone outside the organization needs a file or a whole folder, you make a link for them with an expiry date and, if you like, a password.

Before you start

  • Sharing is part of every plan.
  • Who may change a file's sharing: the person who uploaded it, an organization admin, or someone with Can manage on it. Others see "Only the uploader, org admins or manage grantees can change sharing." A Viewer never can.
  • Links for people outside the organization work only while an admin keeps Links for people outside your organization switched on (it is on unless an admin turns it off).

Who can open a file

Share in a file's menu (or in the previewer) opens the share dialog with two tabs: People in your organization, and People outside the organization.

Sharing a file inside the organization.
The Share dialog of a file: the tab People in the organization with Everyone in the organization, Only me and Specific people, and the tab People outside the organization
ChoiceWho sees the file
Everyone in the organization (default)"All active members can see and use this file." Every member except viewers may also rename, move and delete it.
Only me"Just the uploader and organization admins."
Specific people"Choose members or roles below": the uploader, admins, and the people and roles under Who has access.

With Specific people:

  1. Under Who has access, use + Add a member… to add a person, or add a role: All members or All viewers.
  2. Give each one Can view (open, preview, download) or Can manage (also rename, move, delete and share).
  3. Remove access takes a person or role off.

"The uploader and organization admins always keep access." A person you share with by name gets a notification ("Kasia shared “Umowa 2026.pdf” with you.") and finds the file in Shared with me.

Copy link gives a link for colleagues: "People in your organization who can see this file can open it." The link opens only for those who already have access.

Folders

Folders have no sharing of their own inside the organization: sharing is set per file. A file someone may not see is simply missing from the folder when they open it. A folder can be shared with people outside the organization by link (see below).

Confidential files

Files attached in direct messages, group conversations and the AI chat are confidential: "Only people in this conversation can see this file." Only the person who sent them and the people in the conversation see them; admins do not, and the files cannot be shared or linked ("It came from a direct message or a chat, so it cannot be shared with anyone else."). Files of a private channel are seen by its members and by admins, and follow the channel's membership by themselves.

Share a file outside the organization

Share outside the organization (or the People outside the organization tab) makes a link that anyone who has it can open, without an account.

A link for people outside the organization.
The People outside the organization tab: Link works for 7 days, Require a password, Allow download and Create link
  1. Choose Link works for: 1 day, 7 days (the default), 30 days or 90 days. A link always expires.
  2. Optional: switch on Require a password and type a password of 8 to 128 characters. "Send the password separately, not in the same message as the link."
  3. Leave Allow download on, or switch it off so that people only view the file in their browser: "there is no Download button: people view the file in their browser. Anyone who can see a file can still save a copy of what they see."
  4. Click Create link.
  5. Your link is ready: "Copy it now. For your security it is shown only once: afterwards only its last characters are kept." A link you lose cannot be shown again; make a new one.

A file or folder can have at most 25 active links at a time ("This file already has 25 active links. Revoke one to make another."). Confidential files and files in Trash cannot get a link.

Share a folder

Share outside the organization on a folder makes the same kind of link (with Allow downloading the files). The person can open the folder and its subfolders, including files added later. They see only files you could share one by one: files from conversations and files in Trash never appear, and at most 1,000 items are listed.

What the other person sees

The link opens a page "Shared file" or "Shared folder", "Shared by Kasia Próbna from Przykładowa Spedycja" and "Link works until 09.11.2026", with a preview of the file and Download when allowed ("Downloading is turned off for this file. You can view it here." when not). A link with a password first asks for it ("This file is protected"); after five wrong tries it locks for 15 minutes.

A link that no longer works always says the same: "This link is not available. It may have expired or been turned off. Ask the person who sent it for a new one."

A link is checked every time someone opens it. It stops working when:

  • it expired or was revoked;
  • the file went to Trash or was deleted, or became confidential;
  • an admin switched off links for people outside the organization;
  • the organization is locked because of an unpaid plan;
  • the person who made it left the organization or lost the right to see or share the file.

A link to a file in Trash comes back when the file is restored, until it expires.

The People outside the organization tab of a file lists its Active links: "Expires" date, "Password protected", "Download allowed" or "View only", the number of views and downloads, "Last opened" and "Made by". Revoke asks "Revoke this link? Anyone who has it loses access at once."

Shared links (the link icon next to the tabs of the Files page) lists links across all files. Admins see "Every active link in your organization that lets people outside it open a file or a folder"; members see their own. Show in Files jumps to the file.

An admin can switch off Links for people outside the organization at the bottom of the People outside the organization tab or in Shared links: "Applies to every file in the organization. Only admins can change it." Switching it off asks "Turn links off for the whole organization? Every active link stops working at once." When it is switched back on, links that have not expired work again.

Good to know

  • Admins and confidential files. Admins see every file of the organization except confidential files from conversations.
  • Viewers can be added by role. All viewers gives every viewer of the organization access to a restricted file; viewers still cannot change it.
  • Counting. The only activity shown is each link's views and downloads.
  • Ghost columns. Sharing files is separate from Quanty Ghost: ghost columns protect values in tables, not files.