Skip to main content

Sharing files and folders

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.

Note: Sharing works the same way for files and folders. If you share a folder, the recipient gets access to everything inside 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 ··· on the item and point to Share, then choose the sharing option you want to use.

    image.png

Public Institution Share with users from any institution that use the system.
Private Entity Share folders and files externally by email.
Copy External Link Copy a link that anyone can open in a browser to download the file. Available for files only.

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

  2. Choose the organization from the dropdown list on the left.
  3. Use the search field to find the user by name.

    image.png


  4. Tick the checkbox next to the user to add them to the Selected Users list. You can add as many users as needed.
  5. Choose the permission for each user — Read or Write. The default permission is Read.

    image.png

Read The user can open, view, and download the shared item.
Write The user can edit editable files, export to PDF, and re-share.

Review the users in the Selected Users list.

  1. Enter a comment if needed.
  2. Click Share.

    image.png

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.

  1. Click ··· on the file and select Share → Copy External Link.

    image.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


Private Entity

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

  1. Click ··· on the folder and select Share → Private Entity.

    image.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

  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

  7. Once the OTP is verified, they will be able to access the files

    Screenshot 2026-07-16 160755.png

Note: The default permission for Private Entity shares is Write, so the recipient will be able to edit the shared files if they are not PDF format.

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

  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

Back to top