Sharing and Attachments
Share files and attach them to business records.
Files can be shared directly or attached to records.
Attachments
Attach files where they are used:
- Receipts on expenses
- Supporting files on invoices or estimates
- Signed assets on documents
- Delivery files on projects
- Reference files on tasks
Attach the file where teammates will naturally look for it during the workflow. If the file supports several workflows, attach it to the primary record and link or mention it from related records instead of uploading duplicates.
Sharing
Before sharing, confirm whether the file is safe to expose outside the workspace. Use public links only when the file can be shared with the intended recipient.
Use Share from the file row, card, or context menu. Sharing options can include:
- External link for someone outside the workspace.
- Internal for a workspace member.
Use the narrowest access type that fits the job. Most external shares should use view access, an expiration date, and a password when the file is sensitive.
Before sending an external link, open it in a private window and confirm the recipient can access only the intended file. This is especially important for finance, legal, HRM, and customer deliverable files.
External Link Controls
External links can include:
- expiration date
- maximum downloads
- password
After creating a share, copy the latest link from the dialog. If you change the share later, copy the link again so the recipient has the current URL.
Use shorter expiration windows for finance, HRM, legal, and customer-deliverable files. Long-lived public links are harder to audit and revoke later.
Internal Sharing
Internal shares require a workspace member. Use them when teammates should find the file inside Agiled instead of receiving a public link.
For people outside the workspace, use an external link with the narrowest access and security settings that fit the job.
Share Review Checklist
Before sharing, confirm:
- recipient and access type
- file or folder name
- expiration date
- password or download limit when needed
- whether upload access is expected
- related record still has enough context for the team
Revoke Access
Open the share dialog and revoke the active share when access should end. This is safer than assuming a recipient will stop using an old link.
Review active shares after projects close, contracts are signed, invoices are paid, or an external collaborator leaves. Old links are easy to forget when the file still exists in the workspace.
If a link was sent to the wrong person, revoke it first, then create a corrected share. Do not rely on asking the recipient to ignore the old link.
Attachment Practice
Attach files to the record where people will look for them. A project brief belongs on the project. A receipt belongs on the expense. A signed statement of work belongs on the document or project that uses it.
If a file is customer-facing, use a clear filename and remove internal notes before attaching or sharing it.
Sharing Checklist
Before sending an external file link:
- confirm the file is the right version
- confirm the recipient and access type
- set expiration or password when needed
- test the link in a private browser
- record the source record where the file belongs