As described in the About Shared Links and Secure Shared Files article, you can share your file that you uploaded to your Syncplicity account so that anyone can access it, share your file and restrict who can access the file, and protect the file itself. You can only protect the file when creating a secured shared link.
Accessing the shared link menu option
You can share a file from different locations. In Windows Explorer, right-click on the file you wish to share; select Syncplicity then select Share link.
Alternatively, from the Syncplicity Taskbar Panel perform the following:
- Click the Syncplicity icon in the taskbar.
- Select Manage from the panel to open the Manage window.
- Double click on the folder containing the file, which opens Windows Explorer.
- Right-click on the file you wish to share.
- In the menu, select Syncplicity then Share link.
If you need assistance opening the Syncplicity Taskbar Panel, see Using the Syncplicity Taskbar Panel.
Follow one of the procedures below to create a public or secured shared link.
Creating a public shared link
To create a public shared link, simply do not apply protection. Depending on your configuration, you may not see the option to apply protection. In other cases, your administrator may require you to apply protection.
Once you click the Share Link menu item, you may see the following window. In this case, click Generate Link.
Whether you see the window below or a different one with copy and email buttons, you have the option to copy the link to your clipboard or email the link.
If you choose to copy the link, the URL is copied to your clipboard. From there, you can paste it into an e-mail, instant message, web page, or any other place where you can place a text web link.
If you choose to email the link, you are prompted to email the link to the people you wish to share your file.
Anyone who accesses this link will be able to retrieve your file quickly and easily.
Creating a secured shared link
To create a secured shared link, you must require users to log in to their Syncplicity account, enter a password, or both to access the file. You also have the option to set an expiration date, after which the link is invalid and users cannot access the file. Your administrator may require one or more of these settings.
Once you click the Share Link menu item, perform the following:
- Click the Apply protection link to display the protection settings.
- If requiring recipients to login, enter or select email addresses. Optionally, click Add a message then enter text for the email that will be sent to recipients. When you complete this procedure, your text and the shared link are sent to those recipients. Only recipients with the email addresses you specified can log in and download the file.
- If protecting your file, you must require recipients to login in as described in the previous step and you must select a role for the recipients. Choose either Reader or Editor. As you make your choice, the permission set for that role is shown.
NOTE: This is the option that enables the secure shared file feature.
- If requiring users to enter a password, click the password generator icon to create a password. You can then communicate this password to the users you wish to access the file. The password generated is not sent with the email; therefore, you need to send it separately to the recipients.
- If setting an expiration time, enter the number of days that the recipients can access the file using the shared link. After that time, the link will become invalid.
NOTE: If your administrator set an expiration date for shared links, you can set a shorter expiration date but not a longer one.
- f you wish to email the link, click Email link. This action prompts you to enter your recipients’ email addresses. You can also enter text for the email, which is then sent to those users along with the generated link.
- If you wish to generate a link, click Copy Link. This action generates a URL, which you can paste into an e-mail, instant message, web page, or any other place where you can place a text web link.
TIP: If you never use the apply protection settings, you can turn them off so they do not show. In the Syncplicity Taskbar Panel, select Settings then in the Advanced tab, uncheck the Display advanced options when creating shared links box. The result is that you are not prompted for those options when sharing files and folders. However, your administrator may override those settings.
If you wish to disable access to your document later on, you can disable the shared link. Also, you can change the secure shared file settings. However, you must go to the My Syncplicity web site, click on files at the top navigation page then click on the shared links submenu. For more details see the My Syncplicity Managing shared links article.