Sharing in Organization-Level Hubs

In the Files module of the organization-level hub, you can use the Share dialog to share files and folders with internal and external users of the organization-level hub. This can be useful when it is not possible to share files and folders in a hub, or when you want to share just a few files with one person.

To open the Share dialog:

  1. Click on the three-dots icon () for a file.
  2. Click Share.
    Result:The Share dialog is opened.

Sharing to internal users

To share a folder or file to a user with an internal user account with the Share dialog:

  1. Click Add existing users.
    Result:The Select users dialog is opened.
  2. Select the users to whom you want to send the file or folder.
  3. Click Add.
    Result:The Select users dialog is closed.
  4. Optional: In Expiry date, add an expiration date for your link.
  5. Select the user rights with the drop-down menu or manually.
  6. Click Add users.
    Result:The Confirmation dialog is opened.
  7. Optional: Write a message to the added users.
  8. Select Confirm.
    Result:The users receive an email with a link to the file or folder. They can also access it from Shares in the organization-level hub. For more information, see Managing Sharing Rights.

Sharing to external users

To share a file or folder with a new user, you must create an external user account for the user to the organization-level hub.

To add an external user in the Share dialog:

  1. Click Create and add external user.
    Result:The Create external user dialog opens.
  2. Enter the necessary information.
  3. Click Add.
    Result:The Confirmation dialog is opened.
  4. Select Confirm.
    Result:You have now created a new external user account. If the user does not have a M-Files Hubshare account, they receive an account creation email. If the user already has an account, they receive an invitation email.

Managing user rights for shared documents

When you share documents, you can select which actions the other users can use with folders, files, and comments and conversations. These rights are selected when you share a folder or file, but you can view or edit them at any time. You can also remove user access from a file or a folder.

To view the user rights, click the three-dots icon () of a file or folder. Then, select User rights overview. All the users the file or folder is shared to are shown with all their rights.

To manage user rights on shared files and folders:

  1. Click the three-dots icon () for a shared file or folder.
  2. Click Share.
  3. Select a user whose rights you want to change.
  4. Do one of these actions:
    • Select the user rights with the drop-down menu or manually.
      or
    • Click the trash can icon () to remove a user.
  5. Click Save.
  6. Click Confirm to save your changes.

Unsubscribing from a share

You can unsubscribe from a file or folder that has been shared with you. In the organization-level hub, you can find all the files and folders shared with you in Files > Shares.

To unsubscribe from a file:

  1. Click the three-dots icon () for a file.
  2. Select Unsubscribe.
  3. Click Yes to confirm your unsubscription.

You are now unsubscribed from the share and no longer have access to the file or folder.