# Sharing Files and Folders

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Use sharing when internal or external system users, and non-system users need access to a file or folder from E-Folder. You can share both files and folders, and the access you give depends on the permission you select.

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Step 1

Open the sharing options

1. Open the folder that contains the file or folder you want to share.
2. Click **···** on the item and point to **Share**, then choose the sharing option you want to use. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/ilqimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/ilqimage.png)

<table id="bkmrk-public-institution-s" style="width: 100%; border-collapse: collapse; margin-bottom: 24px;"><tbody><tr style="background-color: #f5f7fa;"><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; width: 25%; border: 1px solid #e0e0e0; vertical-align: top;">Public Institution</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0; line-height: 1.6;">Share with users from any institution that use the system.</td></tr><tr><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; border: 1px solid #e0e0e0; vertical-align: top;">Private Entity</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0; line-height: 1.6;">Share folders and files externally by email.</td></tr><tr style="background-color: #f5f7fa;"><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; border: 1px solid #e0e0e0; vertical-align: top;">Copy External Link</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0; line-height: 1.6;">Copy a link that anyone can open in a browser to download the file. Available for files only.</td></tr></tbody></table>

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Step 2

Option 1: Share with users from a Public Institution

Use this option to share with one or more users who have accounts in the system.

1. Select **Public Institution**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/tnKimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/tnKimage.png)
2. Choose the user(s)'s organization from the dropdown list on the left.
3. Use the search field to find the user by name. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/unkimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/unkimage.png)
4. Tick the checkbox next to the user to add them to the **Selected Users**<span style="color: rgb(68, 68, 68);"> list. You can add as many users as needed.</span>
5. Choose the permission for each user — **Read**<span style="color: rgb(68, 68, 68);"> or </span>**Write**<span style="color: rgb(68, 68, 68);">. The default permission is Read.</span>[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/Igtimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/Igtimage.png)

<table id="bkmrk-read-the-user-can-op" style="width: 100%; border-collapse: collapse; margin-bottom: 24px;"><tbody><tr style="background-color: #f5f7fa;"><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; width: 22%; border: 1px solid #e0e0e0; vertical-align: top;">Read</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0; line-height: 1.6;">The user can open, view, and download the shared item.</td></tr><tr><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; border: 1px solid #e0e0e0; vertical-align: top;">Write</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0; line-height: 1.6;">The user can edit editable files, export to PDF, and re-share.</td></tr></tbody></table>

Review the users in the **Selected Users** list.

6. Enter a comment if needed.
7. Click **Share**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/LUXimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/LUXimage.png)

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Option 2: Share with private institutions

Copy External Link *(files only)*

This generates a link that anyone can open in a browser to download the file, no system account required.

1. Click **···** on the file and select **Share → Copy External Link**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/VAyimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/VAyimage.png)
2. The link is copied to your clipboard. Paste it wherever you want to share it; an email, a message, or any other channel.
3. The recipient opens the link in their browser and clicks **Download** to save the file. If they are logged into smart admin, the file automatically opens in the e-folder Online Editor. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/5T5image.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/5T5image.png)

Private Entity

Use this option to share a folder and files with someone outside the system via their email address.

1. Click **···** on the folder and select **Share → Private Entity**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/ETBimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/ETBimage.png)
2. Enter the recipient's email address in the **Emails to share** field and press Enter. You can add multiple addresses.
3. Write a message in the **Comment** field.
4. Click **Share**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/HNXimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/HNXimage.png)
5. The recipient will receive an email with a link to the shared documents, as well as an OTP access code.
6. When they open the link, they will be prompted to enter the OTP to view the shared documents. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/L4Mimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/L4Mimage.png)
7. Once the OTP is verified, they will be able to access the files [![Screenshot 2026-07-16 160755.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/screenshot-2026-07-16-160755.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/screenshot-2026-07-16-160755.png)

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Updating or revoking access

You can view and manage who a file or folder has been shared with at any time.

1. Click **···** on the file or folder and select **Shared Users**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/yFwimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/yFwimage.png)
2. The **Update Shared Users** panel will open, listing everyone the item has been shared with, their organization, and their current permission. Use the search bar to find a specific user.
3. To change a user's permission, update it from the dropdown next to their name. To remove their access, click **Remove**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/scaled-1680-/WWmimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-07/WWmimage.png)