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Sharing files and folders

Use sharing when another user, institution,internal or external recipientusers needsneed 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.

Note: Sharing works the same way for files and folders. If you share a folder, the recipient gets access to theeverything folderinside it according to the permission you grant.

Step 1

Open the sharing options

  1. Open the folder that contains the file or folder you want to share.
  2. Click the three dots icon··· on the item.
item Pointand point to Share, then choose the sharing option you want to use.

📷 Share options in the E-Folder file actions menuScreenshot placeholder — Share submenu open on a file

Public Institution Share with users from anany institution that uses the system.
Private Entity Share externally by email.email with someone outside the system.
Copy externalExternal linkLink Copy a link that anyone can be openedopen in a browser to download the sharedfile. file.Available for files only.

Step 2

Option 1: Share with users from a publicPublic institutionInstitution

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

  1. Select Public Institution.
  2. Choose the organizationorganisation from the list on the left.
  3. Use the search field to find the user youby want to share with.name.

📷 Select organization and search user when sharing through Public InstitutionScreenshot placeholder — Public Institution panel, org selected and user searched

  1. Tick the checkbox next to the user.user to add them to the Selected Users list. You can add multiple users at once.
  2. Choose the permission youfor wanteach touser give:— Read or Write.

📷 Choose Read or Write permission for a selected userScreenshot placeholder — permission dropdown (Read/Write)

Read The user can open, view, and download the shared item.
Write The user can edit editable files, export to PDF, and re-share.
  1. Review the users in the Selected Users list.
  2. Enter a comment if needed.
  3. Click Share.

Screenshot Selected user list, comment field, and Share buttonplaceholder — Selected Users list, comment field, Share button


Option 2: Share with private institutions

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

    Click ··· on the file and select Share → Copy External Link. The link is copied to your clipboard. Paste it wherever you want to share it — an email, a message, or any other channel. The recipient opens the link in their browser and clicks Download to save the file.

    📷 Screenshot placeholder — external link view in browser (Shared file + Download button)

    Note: Anyone with this link can access and download the file — no login is required. Only use this option for files that are appropriate to share openly.

    Private Entity (folders)

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

      Click ··· on the folder and select Share → Private Entity. Enter the recipient's email address in the Emails to share field and press Enter. You can add multiple addresses. Write a message in the Comment field. Click Share. The recipient will receive an email with access to the folder.

      📷 Screenshot placeholder — Private Entity sharing panel

      Note: The default permission for Private Entity shares is Write.

      Updating or revoking access

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

        Click ··· on the file or folder and select Shared Users. The Update Shared Users panel will open, listing everyone the item has been shared with, their organisation, and their current permission. Use the search bar to find a specific user. To change a user's permission, update it from the dropdown next to their name. To remove their access, click Remove.

        Screenshot placeholder — Update Shared Users panel

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