How to Share Files from Restricted Folders Using Direct Links

Sometimes you need to share a specific file with someone who doesn't have access to the folder containing it. For example, you might have an Administrator folder but need to share one document with a Partner user. You can create a shareable link that gives direct access to just that file, bypassing the folder restrictions.

How It Works

When you share a file using "People with the link," anyone with that link can access the file - even if they can't see the folder it's in. This lets you keep folders restricted while sharing individual files as needed.

Step 1: Restrict the Folder (If Not Already Done)

First, make sure your folder is restricted to specific users.

1. Navigate to the folder, hover over it, and click Edit

2. Click the Share tab
3. Select Visible to certain groups of users
4. Add the users, groups, or roles that should access the folder

5. Click Save

Step 2: Create a Shareable Link for the File

Now create a direct link to the specific file you want to share.

1. Open the file you want to share
2. Click the More button (three dots) in the upper-right corner
3. Click Share

4. In the dialog, select People with the link from the dropdown

5. Copy the link and share it via email, chat, or portal pages

Result: Anyone with the link can access the file without seeing the folder or other files.

Important Notes

Link Security: The link can be forwarded to anyone, so only use this for files you're comfortable sharing broadly. For more control, use "Specific people" instead.

Revoking Access: To disable a link, open the file's sharing settings and change from "People with the link" to "Specific people," then remove any users from the list.

Requirements: Only Employee users (not Partners or Customers) can share folders and files.

Troubleshooting

Users can't access the link: Verify they're logged into the portal and the link was copied completely.

Share option doesn't appear: Confirm you have an Employee role and are the folder owner or an Administrator.

When to Use This Approach

Use file links when: You need to share one or two files from a restricted folder, or need temporary access to specific documents.

Share the folder instead when: Multiple users need access to several files, or users need ongoing access to new files added to the folder. See Sharing Folders in the Documents Library.

Related Topics

• Sharing Folders in the Documents Library
• About the Documents Library Module
• Uploading Files in the Documents Library