Share Links – Now an Even More Powerful Tool

Share Links is one of the most popular features of the Files.com platform. This powerful tool allows you to extend your reach beyond your credential-holding user base while maintaining control of the files you share.

Because so many of our customers rely on Share Links as part of their vital processes, we remain committed to bringing you powerful new capabilities on a regular basis.

Here are seven recent improvements we've added to make Share Links even more powerful!

Securing Share Links With Password Protection

You wanted more control over access to files included in Share Links.

Now, all users with Share Link permission also have the ability to protect the shares they create with a password. When an extra layer of security is called for, this option strikes an ideal balance between the efficiency of Share Links and the access control provided by a password.

Requiring Passwords on All Share Links

Administrators are now able to enforce password protection on all Share Links.

This makes security policies easier for your users to follow and takes away that question: "Should I add a password to this Share Link, or not?"

Send Share Links Through Email

Previously, users had to copy and paste Share Links into emails manually, which, while simple, could lead to inefficiencies and errors. Now, the Files.com web interface allows users to send Share Links directly, streamlining the process and reducing the risk of sharing incorrect links.

Simply click the Share via email button after the Share Link has been generated, enter the recipient's email address, add your custom message, and click send. We take care of the rest!

Setting a Custom Expiration Date

Site administrators have always had control over how long Share Links remain active, allowing them to set expiration policies that align with security requirements. While this provides a solid baseline for data protection, not all Share Links serve the same purpose. Some files may need extended access, while others should be available only for a short window. In cases where sensitive information is involved, keeping a Share Link active for 30 days might introduce unnecessary risk. What if a user only needs a link to remain accessible until the recipient has downloaded the file? Granular expiration controls help ensure that Share Links are only available for as long as they are truly needed, reducing exposure and enhancing security.

Now, when creating the Share Link, all users have the ability to set a custom expiration date up to the site-wide default for individual shares. You can also set an individual Share Link to never expire. (In the near future, this custom expiration date will be made even more valuable by automating new workflows revolving around this date… stay tuned for that upcoming announcement!)

Custom Copy on the Download Page

Instruction and reminders are always helpful, and until now, you had to send those with Share Links in an email message, and people using the links didn't always read them. Better to have that copy on the download page with the files!

Now, when creating a Share Link, you can enter the text you would like to be included on the page using the description field. Since this text block only applies to the individual shares, you can personalize each Share Link download page directly for your audience!

Simpler Sharing Interface

As the number of Share Links created on Files.com continues to grow, the design team set out to enhance the user experience. They launched a major project to revamp the Sharing tab, making it more intuitive while adding powerful new features. The goal was to streamline navigation, simplify link management, and ensure users could quickly access the tools they need – without compromising functionality.

In this update, users are able to quickly view their Share Links, copy Share Links to the clipboard with one click, view internal notes about shares, and more. Site administrators can also use this page to quickly scan for insecure Share Links.

Adding Internal Notes

More than a few users have told us that, by the time their Sharing tab is populated with a long list of links, they find it easy to lose track of what each share includes and what it was created for.

We heard you, and the fix is in!

In this latest version, users now have the ability to add an internal note to each Share Link which will be displayed in the Sharing tab.

Drop a note in to remind yourself and your coworkers what the share is, who the audience is, why you created it. This note field also makes it convenient for auditing and revoking stale shares!

Questions? New Ideas? Need Help?

We are confident that you are going to love the new functionalities and security for Share Links. There are so many great use-cases for these new features, and we would love to hear yours!

Please let us know how we can help. Would you like to talk through more scenarios or possibilities? Have an idea of how we can add more features to Share Links?