Sharing files with External Users
When sharing files with users outside of the firm do the following in order to share a digital link with the user which will allow them to view the file either through their web browser or download it to view using a native app to the device (such as Word or Adobe). These instructions will be the same whether they are saved to a DMS/ SharePoint file or to OneDrive.
- Locate the file or Folder you want to share.
- Right click on the file or folder
- Select Share
- A new window will pop up. From here you can prepare an email or a link to be shared with a user. See the Picture for a reference. The text next to numbers 1 and 3 may be a little different. If you are just going to use the email system provided (be aware your Outlook signature will not be applied even though the email is sent by your Gravis Law Email), click on the text next to 1 otherwise click on the text next to 3.
- The new Screen will allow you to edit the settings of how the link can be used. Below is an explanation of everything and the recommended settings
- Who would you like this link to work for? allows you select who can use the link.
- Anyone with the Link means anyone can use it, it does not require them to sign into any account to use the link. This is the recommend settings in conjunction with some of the Other Setting Below.
- People in Gravis Law, PLLC with the link. Means people have to sign into a Gravis Law email in order to use the link. Not helpful for External users.
- People with existing access means someone who already been given access by the permissions set by the firm. Not helpful for External Users
- Specific People means in order to access the file shared by their link, they have to confirm access to the email the link was sent to by entering the email address and then a secondary code sent to that email. This is the most secure method of sharing and is the overall recommend setting.
- Other Settings will allow you to dictate certain aspects of the link. The aspects that you can edit are dictated by which of the above settings you chose. Below are all the settings you can edit along with which of the above settings will allow you to edit it. (The People with existing access setting will not allow any editing to any of the following settings)
- Allow editing, if checked allows the user of the link to edit the document or folder (which includes deleting or uploading files to a folder). If you don't want a user to be able to do this leave this unchecked. All 3 settings (Anyone with the link, People in Gravis Law, PLLC with the Link, and Specific People) can edit this setting.
- Set expiration date, will disable the link after the expiration date removing access to the document or folder. Only the setting Anyone with the Link can edit this setting, all other settings gives access without an expiration.
- Set Password will allow you to set a password that will need to be shared with the users of the link in order to access the file or folder. Only the setting Anyone with the Link can edit this setting, all other settings use other methods to verify access. If you use this setting do not share the password in the same email as the link.
- Block Download, when toggled on prevents external users from downloading the file to be saved to their devices and limits access of the document to the web browser. All 3 settings (Anyone with the link, People in Gravis Law, PLLC with the Link, and Specific People) can edit this setting.
- Once all settings are set, click Apply
- If sending link by email, enter the email address and write you message or click on the Outlook symbol to be redirected into the Outlook (though your signature will not be applied), otherwise click Copy.
Related Articles
Where Should I Store My Files?
As of April 21, 2020 you should store your files in the following locations: What do you mean by Individual files? First, if the file is related to a client/matter, or is a template used for creating client documents, it should NOT be moved. ...Tech Policy: Device Encryption
Encryption of Computers All Gravis Law owned computers (desktops, laptops, tablets, and smartphones) must have full disk encryption to protect any potential data on the device. On Gravis owned equipment, this encryption will be maintained by the ...Back Up Your Computer Using One Drive.
Back Up Your Computer Using One Drive. In order to back up files on your computer in order to transfer them to your new computer do the following: 1. Click on the Blue Cloud in the Task Bar. (May be in the little menu that pops up when you ...OneDrive: What do the icons mean?
As you start trying out OneDrive, you might see icons that are similar to Dropbox. But what do these icons mean? Here are some tips, based off a Microsoft support article: Icons next to a file in File Explorer Blue Cloud: A blue cloud icon next ...Making International Calls in Teams
Need to make some international calls in Teams? All users are able to receive calls from international numbers, but making calls requires an additional calling license. Please reach out to Tech Help on Request Hub and request a temporary "Domestic ...