Sharing & public access

Choose restricted access, invite outside viewers and control public links.

Reviewed 16 October 2026. Available controls depend on your role, plan and service configuration.

Restricted access

Choose Share portal in the brand header. Copy private link for people who already have access. They must sign in with the correct account. Sending a restricted URL by itself does not invite anyone or change their permissions.

Invite an outside viewer

An owner or authorised manager can use Invite an outside viewer in the sharing dialog. Enter the intended email, create the invitation and send the link yourself. The recipient must sign in with that email and accept. The same seat, expiry and plan restrictions apply as for team invitations.

Make a portal public

If you are authorised to manage sharing, review the public-access notice, confirm the acknowledgement and select Make public. Anyone with that link can read published guidance and download approved files without signing in. Do not publish confidential information or assets you are not licensed to distribute. Drafts and pending uploads remain excluded.

Revoke or replace a public link

Select Make restricted to revoke public-link access. Publicising the brand again creates a new link; send the new URL where needed. Previously downloaded files remain outside your control. Removing a member does not revoke an active public link, so review both settings when offboarding a collaborator.

Search engines and link safety

Shared portals are marked noindex, but noindex is not an access restriction. Treat a public link as public distribution and do not assume it remains secret. Public availability also depends on the owner’s entitlement and current sharing status. If a link stops working, ask the owner to confirm those settings. Never send password-reset or authenticator setup links as a portal-sharing URL.

Need a little more help?

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