Shared File Recipient Flow
Understand what external recipients see when they open a shared file link.
External shared file links let someone open a file without signing in to your workspace. The public shared-file page can show file details, password access, expiry, download limits, preview links, and direct download links.
Use this article when you are preparing a shared file link for a customer, vendor, contractor, auditor, or another external recipient.
What Recipients See
When a recipient opens a shared file link, the public page can show:
- file or folder name
- original file name
- file type and MIME type
- file size
- whether the link is active
- expiry date, when one is set
- download count
- remaining downloads
- whether a password is required
- preview and download buttons when available
Folder shares show folder context. File shares can show file metadata and preview/download actions when the file supports them.
Password-Protected Shares
If the share requires a password, the recipient sees a password field before preview or download links are available. They must enter the correct password to unlock the share.
For sensitive files, send the password through a different channel than the link. For example, send the link by email and the password by chat or phone.
If the recipient sees Incorrect password, confirm they copied the password without extra spaces and that you sent the current password for the active link.
Preview And Download
When preview is available, recipients can open Preview file in a new tab. When download is available, recipients can use Download file.
Some files may not preview in the browser. In that case, the recipient can download the file if the share is active and download limits have not been reached.
Password-protected preview and download URLs keep the password attached to the request after the share is unlocked, so the recipient does not need to re-enter it for each action during the same flow.
Expiry And Download Limits
The shared-file page shows availability and download usage. If an expiry date is set, access stops after that date. If a maximum download count is set, access can stop after the limit is reached.
Use expiry dates for time-bound reviews and max downloads for controlled delivery. For files that may need repeated access, avoid setting a limit that is too low.
Test Before Sending
Before sending a sensitive link:
- Open the link in a private browser.
- Confirm the file or folder name is correct.
- Confirm the password prompt appears when expected.
- Enter the password and unlock the share.
- Test preview if the file should preview.
- Test download if the recipient needs the file locally.
- Confirm expiry and remaining downloads match your plan.
This test catches stale links, wrong passwords, missing preview support, and download limits before the recipient sees them.
When A Recipient Cannot Access The File
Check these items first:
- the recipient is using the latest copied link
- the share is still active
- the expiry date has not passed
- the maximum download count has not been reached
- the password is correct
- the file was not deleted
- the recipient is opening the link in a browser that can download files
If the link should remain available, update the share settings or create a new link and send the new link to the recipient.