{"id":20223,"date":"2024-02-08T09:47:13","date_gmt":"2024-02-08T08:47:13","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-portal\/user-guide\/documents\/share-documents-and-folders\/"},"modified":"2026-05-13T10:47:18","modified_gmt":"2026-05-13T08:47:18","slug":"share-documents-and-folders","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/user-guide\/documents\/share-documents-and-folders\/","title":{"rendered":"Share documents and folders"},"content":{"rendered":"\n

This feature allows you to send an email containing a secure link to share a document or folder to a list of recipients.<\/p>\n\n

\"\"<\/figure>\n\n

The following window allows you to set the settings for sharing\/sending the document:<\/p>\n\n

Sharing a document<\/th>Sharing a folder<\/th><\/tr>
<\/td><\/td><\/tr><\/tbody><\/table><\/figure>\n\n
    \n
  • Destinataires : choisissiez un ou plusieurs contacts parmi :\n
      \n
    • Groups<\/li>\n\n\n\n
    • of users<\/li>\n\n\n\n
    • external contacts by entering their email addresses<\/li>\n<\/ul>\n<\/li>\n\n\n\n
    • Period of validity: It is possible to terminate access to the document after a predefined period.<\/li>\n<\/ul>\n\n

      Sharing by link with a password<\/h1>\n\n

      This advanced option allows you to change the default behavior, which is to automatically generate a password to protect the share.<\/p>\n\n

      You will be asked for the password the first time you access the file or the first time you access each document.<\/p>\n\n

      The automatically generated password is sent in a second email, you can also Generate another password if you wish by clicking on the ” Generate<\/strong> ” button.<\/p>\n\n

      \"\"\/<\/figure>\n\n

      Attach the file to the email:<\/p>\n\n

      Check the box next to Attach file<\/strong> to email to include the document attached to the email.<\/p>\n\n

      In this case, the “Validity period<\/strong>” and “Password<\/strong>” options will not apply since the document will be communicated as an attachment rather than as a secure web link.<\/p>\n\n

      You also have the option to allow or not allow the document to be downloaded by checking the “Allow download<\/strong>” box. Allowing the download will also allow you to print the shared document directly from the Open Bee Portal interface.<\/p>\n\n

      \"\"\/<\/figure>\n\n

      Document sharing: Ability to add linked documents<\/p>\n\n

      When creating a manual or automatic document share, the user can now also share all documents related to the original document.<\/p>\n\n

      \"\"\/<\/figure>\n\n
      \n

      This option is only available if the share has a limited validity period.<\/p>\n<\/blockquote>\n\n

        \n
      • Message: the text entered will be added to the sent email<\/li>\n<\/ul>\n\n

        By clicking “Send”, <\/strong>recipients will receive an email that contains the access link.<\/p>\n\n

        Example of an email received:<\/p>\n\n

        \"\"\/<\/figure>\n\n

        and another containing the password:<\/p>\n\n

        \"\"\/<\/figure>\n\n
        \n

        – External contacts will be able to view the document\/folder without a user account via a secure link.<\/p>\n\n\n\n

        – Users of the solution will need to log in with their user account before viewing the document\/folder.<\/p>\n<\/blockquote>\n\n

        Document sharing by link, to display only the document<\/h1>\n\n

        A simple screen appears that visualizes the shared document:<\/p>\n\n

        \"\"\/<\/figure>\n\n

        Email Sharing – History of Emails Entered<\/h1>\n\n

        The app now registers the recipients of a link share and offers them the next time you use the feature.<\/p>\n\n

        \"\"\/<\/figure>\n\n

        Sharing history<\/h1>\n\n

        This section only appears when you’ve already shared a document<\/p>\n\n

        \"\"\/<\/figure>\n\n

        The same goes for the “Delete Sharing<\/strong>” button<\/p>\n","protected":false},"excerpt":{"rendered":"

        This feature allows you to send an email containing a secure link to share a document or folder to a list of recipients. The following window allows you to set the settings for sharing\/sending the document: Sharing a document Sharing a folder Sharing by link with a password This advanced option allows you to change […]<\/p>\n","protected":false},"author":4,"featured_media":0,"parent":20169,"menu_order":8,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-20223","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20223","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=20223"}],"version-history":[{"count":3,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20223\/revisions"}],"predecessor-version":[{"id":38727,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20223\/revisions\/38727"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20169"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20223"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}