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Drive and Photo Service:External sharing

Last Updated:Apr 10, 2025

This topic describes how to externally share resources from personal or team spaces. Users can create shares by configuring permissions, passwords, and expiration dates, and generate links or QR codes for the shares. On the My Shares page, users can manage shared content, including viewing share history and canceling shares. Users can update share settings on the sharing page.

Prerequisites

A super administrator or drive administrator must have enabled the external sharing feature for the enterprise. For more information, see Enable internal and external sharing.

Usage notes

  • After you enable sharing, if the share button is not visible on the user interface, restart the client or refresh the page.

  • If the enterprise custom domain name is not set up, the maximum number of daily shares is 500. To increase this limit or usage, an administrator must configure a custom domain name. For more information, see Custom domain name configuration.

  • If you are unable to view content shared with you by others, it may be because the share's permissions have been exceeded, the validity period has expired, or the original file has been deleted or the share canceled. To view the content, request the sharer to reshare it with you.

Use the feature

Create a share

  1. Select one or more files in Personal Space or Team Space, and click Share to initiate a share task.

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  2. In the Create Share interface, set permissions, passwords, expiration dates, and add remarks.

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    Explanation of Create Share Parameters:

    Term

    Description

    Allow preview

    The recipient opens the share link and only has preview permission.

    Limit preview times

    Set a limit value to preview a specified number of times. The limit range is an integer between 1 and 9999.

    Allow document editing

    The recipient of the share link also has permission to edit documents.

    Allow save/download

    The recipient opens the share link and has permission to save and download.

    Only users within the enterprise can access

    The recipient must log in to view the share.

    Allow upload

    Only folders can be selected. The recipient opens the share link and has permission to upload.

    Access password

    The recipient opens the share link and must enter a password to view the file. The password is 6-8 characters long and supports numbers, letters, and case sensitivity.

    Expiration date

    The expiration date of the share link. The share automatically expires when it reaches the expiration date. It can be set to permanent.

    Remarks

    After filling in, the recipient can view the remarks.

  3. Upon creating a share, a Link and a QR Code (which expires after 7 days) are automatically generated. You can Copy The Link or Download The QR Code to share the file or folder with the recipient.

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Manage personal share history

View my shares

Click My Shares in the left list to view and manage your shared files and folders.

At the top of the My Shares interface, search for historical shares by Share Name or Creation Time.

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Modify an existing share

  1. Select the share you want to modify, and click View Share to access its configuration details.

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  2. Click Modify to change the Share Remarks, Permissions, Password, or Expiration Date of the share.

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Cancel historical shares

Select the files or folders you no longer want to share, and click Cancel Share. The original sharing method will no longer allow access to the file or folder.

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FAQ

Difference Between Sharing and Sharing

Feature

Share

Share

Activation method

Select Security Policy>Share Settings Management in the left list of the Management Console to enable Share Settings.

Select Security Policy>Share/authorization Settings in the left list of the Management Console to enable Share/authorization.

Feature description

Allows users to share resources in personal or team spaces.

Allows users to share personal space resources or allows administrators to manage authorization for team space resources.

Applicable scope

Supports sharing with external users across organizations.

Supports sharing with internal teams or colleagues within the enterprise.

How External Users Upload Files via Share Link

When creating a share, select the Allow Upload option, and share the link or QR code with external users. They can then upload files, and the cloud disk folder will sync the uploaded information.

External Users Can Only Preview Files in the Enterprise Cloud Disk

When creating a share, select the Allow Preview option, and send the share link or QR code to external users. They will only be able to view files without performing other operations.

References