Sharing files with your colleagues

In the SuiteFiles web app you can share files with both internal and external users. An internal user is a user in your SuiteFiles site. An external user is someone who isn't a user in your SuiteFiles site and therefore doesn't have access to your site.

This guide will go through:

• Sharing a file with internal users
• Sharing a file with external users

How to share a file with an internal user

1. Navigate to the file you would like to share
2. Click the three dots to the right of the file name
3. From the drop-down menu select Share
4. Start typing the name of the user you would like to share within the text box provided
5. A list of users that match your text will appear in the drop-down list
6. Select the user from the drop-down list
7. The user has been selected correctly when you can see that their username has a white box appear around it as shown in the screenshot below
8. You can add multiple users by following the same steps above
9. On the right of the screen, under Sharing message, enter a message for the user and select the reason for sharing by selecting either the FYI, Review & Edit or Approval button
10. When you've completed adding the users you'd like to share the file with, click SHARE to share the file
11. The recipient(s) will receive a notification in their SuiteFiles site, and an email notification. Both of these notifications will include a link to the file in SuiteFiles
12. The file will also appear under their Tasks tab in the SuiteFiles site
13. If the file is marked as done, the user who originally shared the file will receive a SuiteFiles email notification letting them know the file's been updated.
14. The user who shared the file can also see the file under their Tasks tab in the Sent filter.

How to share a file with an external user

1. Navigate to the file you would like to share
2. Click the three dots to the right of the file name
3. From the drop-down menu select Share
4. Type the external users full email address and then press the ENTER key on your keyboard
5. The user has been selected correctly when you can see that their username has an orange box appear around it as shown in the screenshot below
6. You can add multiple users by following the same steps above
7. On the right of the screen, under Sharing message, enter a message for the user and select the reason for sharing by selecting either the FYI, Review & Edit or Approval button
8. When you've completed adding the users you'd like to share the file with, click SHARE to share the file
9. The recipient(s) will receive an email which contains a link to download a copy of the file. NB They do not have a link to the file in your SuiteFiles site and cannot gain access to your SuiteFiles site or any other files other than the file you have shared with them.