If you want to share a file or folder with external users, then can a public link be an option. When you create a public link, you get a URL (web address) that you can share with people.
For example, you can share this URL through an email. People who get this URL can open the file. You can still protect this public link by setting a password, also an expiration date for the link is possible.

Subjects:

With a public link, the external user(s) does not have to create a Research Drive account.

Step-by-step

1. In the sharing menu, click "Public links".


2. Next click 'Create public link'. The following popup screen will appear depending on the type of item being shared:

For foldersFor files

There are multiple options available for folders:

Only a single option is available for files:


3. You can use the following options for a public link:

  • Name link: The name of the Public Link. This is especially useful for you to be able to recognize the link if you have created several links.
  • Download / View: The recipient of the link can only view and download folders and files.
  • Download / View / Upload (folders only): The recipient of the link can view folders and files, download and upload files to a folder.
  • Download / View / Edit (folders only): The recipient of the link can view folders and files, edit existing and add new items, download and upload files to a folder.
  • Upload only (file drop) (folders only): The recipient of the link cannot see the contents of a folder, but can upload a new file.
  • Password: If you set a password here, a password is required to access the shared content.
  • Expiration date: If you set an expiration date, the link will be expired after this date.


To prevent others from accessing your files, we recommend using a password


4. If you share a file or folder via public link, you can find it under public links. In the example, the name of the link is "Raw-data for students".

5. Copy the public link by clicking the clipboard icon.

6. By clicking the trash bin behind the link you can remove the link.

7. By clicking the cogwheel symbol you can change the public link options.


Tip

It is not recommended to use a public link to share files that contain personal data. It is always better to share the files directly with someone.

An exception is when using 'File drop'. In this case the link can only be used to upload files without viewing rights.

If you receive a share via a public link, you can also add it to your Research Drive.

Step-by-step

1. Open the URL of the received share via public link.

2. Click on the "Add to your ownCloud" button[1] in the upper right corner.



3. Enter your Research Drive environment URL (for example: https://researchdrive.surfsara.nl) in the input field, to add the folder to your Research Drive.



4. If the public link is protected with a password, you must enter it again once.


5. After these steps, you can find the share via the menu option "Shared with You" on the left side of your Research Drive.




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