How to use the share feature - Drive and Photo Service - Alibaba Cloud Documentation Center

Prerequisites

Before you begin, ensure that:

A super administrator or a drive administrator has enabled external sharing for the enterprise. For more information, see Enable external sharing and internal sharing/authorization.

Limits and notes

If the Share Link button does not appear after an administrator enables the sharing feature, refresh the web page or restart the desktop client.
Each user can create and access up to 500 shares per day. If a share link is not set to Only enterprise users can access it, downloading APK and IPA files from the share is not allowed. To remove this restriction, ask an administrator to complete the custom domain name configuration.

Important
Starting from 10:00:00 on February 24, 2025 (UTC+8), downloading APK and IPA files from newly created external share links is prohibited.
If you cannot view content shared by others, you may not have the required permissions, the share may have expired, the original file may have been deleted, or the share may have been canceled. Contact the person who shared the content and ask for a new share link.

Share link options

When creating a share link, you can configure the following options:

Option	Description
Access control	Choose Allow The Preview, Allow saving or downloading, Allow upload, or Allow document editing to set what recipients can do.
Access scope	Set to Only enterprise users can access it to restrict access to your organization.
Operation limits	Limit the total number of operations on the share link to prevent misuse.
Access password	Set a password to require authentication before accessing the share.
Expiration	Set an expiration period (for example, 7 days). The link is automatically disabled after it expires.
Auto fill access code	Enable Auto Fill access code in share link so recipients can access the share without entering the password manually.
Message	Add a message to provide context to the recipient.

Create a share link

In the enterprise drive, select one or more files and click Share Link.
Configure the options described in the table above, then click Create.
The system generates a share link and a QR code. The QR code expires after 7 days. Copy the link or download the QR code and send it to the recipient.

View share links

In the navigation pane, click My Share Links to view and manage your shared files and folders.
At the top of the My Share Links page, search for shares by Share Link Name or Creation Time.

Cancel a share

On the My Share Links page, select the files whose sharing you want to cancel. Click Cancel Share. In the confirmation message, click OK.

Manage share details

On the Share Details page, select a file and click Share Details to view and update settings such as permissions, password, expiration, and remarks. You can also download the QR code or check access statistics.

Cancel Share: To stop sharing a file, select it and click Cancel Share, then confirm the action.

To get a shareable link, select a file and click Copy Link.

FAQ

Differences between resource sharing and content sharing

	External sharing	Internal sharing
How to enable	Select Security Policy>Share Settings Management in the Management Console to enable Share Settings.	Select Security Policy>Share/authorization Settings in the Management Console to enable Share/authorization.
Description	Lets users share resources from their personal or team spaces.	Lets users share resources from their personal spaces, or lets administrators manage authorization for team space resources.
Scope	Supports sharing with external users across organizations.	Supports sharing with internal teams or colleagues within the enterprise.

How can external users upload files using a share link?

When creating a share, select Allow Upload and share the link or QR code with external users. They can upload files, which are then synchronized to the drive folder.

External users can only preview files in Enterprise Drive

When creating a share, select Allow Preview and send the link or QR code to external users. They can view the files but cannot perform other file operations.

The share button is not displayed

The sharing feature may not be enabled for your enterprise. Ask your administrator to enable the sharing feature in the Management Console. After the feature is enabled, restart the desktop client to use it.

Why can't I select **Allow document editing** when creating a share?

If you cannot select "Allow document editing" when creating a share, contact the administrator. They must verify that the "Share for online editing" permission was also enabled in the Management Console when enabling the sharing feature. After this permission is enabled, restart the desktop client.

References

To share files only with internal teams or colleagues, use the internal sharing feature. For more information, see Share files.
If the sharing feature is not enabled for your enterprise, contact your super administrator or drive administrator to enable it. For more information, see Enable sharing and collaboration/authorization settings.