If you want to share a file or folder with external users, then can a public link be an option. When you create a public link, you get a URL (web address) that you can share with people.
For example, you can share this URL through an email. People who get this URL can open the file. You can still protect this public link by setting a password, also an expiration date for the link is possible.

Subjects:

With a public link, the external user(s) does not have to create a Research Drive account.

Step-by-step

1. To create a public link, select the three-dots icon next to the item to be shared and select "Open details"


2. Next click on the "Plus" sign on the Sharing tab to create the link:


3. You can then copy the link:


or customize the link options:


Sharing options depends on whether the shared item is a folder or a file:

For foldersFor files

With folders, you can also allow uploading files



4. You can use the following options for a public link:

  • Share label: The name of the Public Link. This is especially useful for you to be able to recognize the link if you have created several links.
  • Set password: If you set a password here, a password is required to access the shared content.
  • Set expiration date: If you set an expiration date, the link will be expired after this date.
  • Hide download: Hides the download buttons from the shared item.
  • Note to recipient: Provide a small note to the recipient.
  • Limit downloads: Limit the number of downloads (minimal 1).
  • Custom permissions: Change the sharing permissions. For files, you can only select "Edit" as additional permission. For folders, you can also select "Create" (to allow uploading of files) and "Delete".
  • Delete share: This will delete the link.

There are also some preset permissions, which can be selected by clicking on "View only" (which is the default setting):

  • View only: The default; the recipient of the link can only view and download folders and files.
  • Can edit: The recipient of the link can view folders and files, but also edit existing files. In case of a shared folder, the recipient can also add new items.
  • File request: The recipient of the link cannot see the contents of a folder, but can only upload a new file.


To prevent others from accessing your files, we recommend using a password


5. If you share a file or folder via public link, you can find it under "Shared by link".


Tip

It is not recommended to use a public link to share files that contain personal data. It is always better to share the files directly with someone.

An exception is when using 'File drop'. In this case the link can only be used to upload files without viewing rights.

If you receive a share via a public link, you can also add it to your Research Drive.

Step-by-step

1. Open the URL of the received share via public link.

2. Click on the three-dots icon in the upper right corner and select "Add to your Nextcloud"

 

3. Enter your Research Drive Federated Cloud ID (for example: gebruiker1@my-researchdrive.surf.nl) in the input field, to add the folder to your Research Drive. You will then be redirected to your Research Drive environment where you will see a notification. Accept the file to use it in your Research Drive.

4. After these steps, you can find the share via the menu option "Shared with you" on the left side of your Research Drive.




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