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Share files with external people (external links)

Share files and directories via public links with customers and partners – with a QR code, an optional login requirement, an expiry date and an upload right.

Prerequisites

If you want to share a file with external people without their needing a teamspace account, you create a public link in the detail manager under the External links tab. The link works for anyone who has it – optionally protected with a login requirement and an expiry date.

  1. Click the file’s Details icon and switch to the External links tab.
  2. Create a new external link and set the options.
  3. Pass the link or QR code to the recipient.
File detail manager on the External links tab with the columns QR, Link, Upload, Require login and Valid until, plus the Create external link dialog (Link, Valid until, Allow upload)
The "External links" tab with the columns QR, Link, Upload, Require login and Valid until

The table shows five columns:

  • QR – renders a QR code for handover on mobile.
  • Link – the public link to the file.
  • Upload – lets the recipient upload a new version.
  • Require login – forces the recipient to sign in before access.
  • Valid until – sets an expiry date, after which the link no longer works.

⚠ Important. An external link without Require login works for anyone who has it. For sensitive documents, set a login requirement and/or a Valid until date.

Larger collaboration: the self-service portal

For permanent, structured customer access – to tickets, invoices and shared files, for instance – there is the self-service portal. With it you selectively share parts of teamspace with customers and partners, who see only the content released to them. As a second option there are external accounts, which are set up in the configuration and stored on the CRM contact.

Common questions & needs

You want to …How to
Send a file to a customer without an accountCreate a link in the External links tab and hand it over.
Limit access in timeSet a Valid until date on the external link.
Make sure only a particular person has accessEnable Require login.
Let the recipient send something backEnable the Upload option – they may upload a new version.
Collaborate with customers permanentlyUse the self-service portal instead of individual links.