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:
How to share a file with an internal user
- Navigate to the file you would like to share
- Click the three dots to the right of the file name
- From the drop-down menu select Share
- Start typing the name of the user you would like to share within the text box provided
- A list of users that match your text will appear in the drop-down list
- Select the user from the drop-down list
- 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
- You can add multiple users by following the same steps above
- 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
- When you've completed adding the users you'd like to share the file with, click SHARE to share the file
- 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
- The file will also appear under their Tasks tab in the SuiteFiles site
- 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.
- 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
Please note: Sharing a file with an external user will only allow the user to download the file. If you want to collaborate on files with your external users, consider creating a client portal with SuiteFiles Connect.
- Navigate to the file you would like to share
- Click the three dots to the right of the file name
- From the drop-down menu select Share
- Type the external users full email address and then press the ENTER key on your keyboard
- 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
- You can add multiple users by following the same steps above
- 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
- When you've completed adding the users you'd like to share the file with, click SHARE to share the file
- 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.