Document Link Sharing

Document Link sharing is in many cases a better and more secure method to share document content with outside recipients (customers, buyers) than Document Download. Document Link Sharing shares a link to the document rather than a physical file and is similar to how many tools from Microsoft, Google, and others work.

Benefits of Link Sharing over Download and attach

• You cannot accidentally share outdated, expired, or non-public documents
• Links always access the latest version of a document at the time of access
• Links pointing to now-expired documents or documents made private after link generation will fail
• Links expire in 30 days to offer additional control on when recipients can access the content
• Link generation and link access is tracked for future reporting use (note: no current reporting on this exists, but the data is retained)
• A more modern way to share content compared to email attachments

In this article, you'll learn how to use Document Link Sharing.

For more info, also refer to this Video Demo

Contents

Access Your Documents

Share a Single Document

Bulk Share Documents

Always Secure Access to the Latest Information

Access Your Documents

There are multiple ways to access Documents:

1. You can access documents through your PIM Dashboard by selecting the Documents tile.
2. The Document Grid is also accessible from the left hand navigation bar.
3. Product specific documents can be accessed on the Documents tab within a Product detail view

The user experience for Document Sharing is identical from the Documents grid and a Product's Document tab.

Share a Single Document

On the Documents grid or the Documents tab for a Product

1. Open the Action menu (will initially display "View")
2. Select Share
3. In the pop-up window select Copy Link

The link will be copied to your clipboard and you can now paste this into an email, instant message, etc and send the link to the recipient.

Bulk Share Documents

On the Documents grid or the Documents tab for a Product

1. Use the checkboxes on the left to select the Documents you want to share
2. Select Share on the bulk action bar above the Documents list
3. In the pop-up window select Copy Links

The links will be copied to your clipboard and you can now paste this into an email, instant message, etc and send the links to the recipient. When sharing multiple links we'll add the Document name in addition to the link itself to the clipboard so you can easily paste the full block so the recipient can see which document is related to which link. 

Always Secure Access to the Latest Information

With link sharing:

• The link always points to the latest version of the document, even if newer versions are created after the link was created
• You cannot share expired documents and if a document expires after a link was created, it cannot be accessed
• You cannot share private documents and if a document is set to private after a link was created, it cannot be accessed
• All links have a 30 day expiration period and links cannot be accessed after this time

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