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Share Link With Users Not Having Access to File on Asite
Share Link With Users Not Having Access to File on Asite

This article helps you understand how to share public link of a file.

Updated over a week ago

This type of link enables the recipients to open and view the file shared with them, irrespective of whether it is accessible to them or not. Below are the steps to be followed for sharing such a link:

Note: To use above functionality 'Enable Public Link' setting needs to be enabled at the project level and also at the folder level (also covered in below steps).

1. Go to the concerned project in 'Projects' tab.

2. In thumb view, do a mouse hover on the project and click on icon.

Alternately, in list view do a right click on project record, now select 'Edit > Project'.

3. A popup page of project settings comes up. Click on 'Project' button to begin editing.

4. Clicking on 'Project' button, the 'Edit Project' page will open up.

5. Move to 'Project Settings' tab. and tick the 'Enable Public Link' checkbox to enable sharing of public links from this project.

6. In the 'Files' tab, do a right click on the folder from which file link is need to be shared.

7. On the 'Edit Folder' popup, check the box of 'Enable Public Links'.

Once the above two permissions are granted at project level and at the folder level from which links needs to be shared, below are the next steps to share file link based on selected configuration.

8. Navigate to the project folder containing the required file.

9. Right click on the file for which a link is to be shared. By right clicking file name, select 'Share Asite File Link' option in 'Share'.

10. Click 'Share Asite File Link' to share a file link.

11. A new popup window appears.

Two separate tabs will be available - Share File Link by Email and Permission Settings.


Below is a description of the options available under Share File Link by Email tab:

Recipients - To enter the recipient email address into this field. You can add registered Asite users as well as non-registered users as recipients. Use semicolon(;) as a separator if entering multiple recipients.

Message (optional) - Type a message about the file you are sharing. Use options available at top to apply rich text formatting and insert images in your message if required. The message content you enter here will be displayed as a part of the email body.

Recipients Can:

  • Open & View File - To have the file link open in Asite File Viewer along-with the option to download from viewer screen. If you uncheck this option, the file will be directly downloaded and it will not open in Asite Viewer. This checkbox is selected by default.

  • Download File - If this option is selected along-with 'Open & View File', it means a separate option will be available to download the file will be available when the file opens for viewing via the file link. If this option is selected and 'Open & View File' option is not selected, it means the file will be directly downloaded and it will not open in Asite Viewer.

Share Settings:

  • Always open latest version - To always view / download the latest revision when using the shared link. This checkbox is selected by default.

  • Send me a copy of the email - To receive a copy of the email which will be sent as a part of sharing the document link. This checkbox is not selected by default.

  • Notify me on Download - To receive a mail when shared document is downloaded using the shared link. This checkbox is not selected by default.


Below is a description of the options available under Permission Settings tab:

Who can access? - When public links are enabled on selected project folder, there are multiple options available for you to define who can access the file link being shared:

  • Anyone with the link - To let everyone receiving the link view & download selected file. This option is selected by default when public links are enabled on related folder.

  • Only people with password and access - To let only Asite registered users access selected file. the link you are sharing will need recipients to login on Asite with their registered email id and password. This option Only people with password and access indicates that the link you are sharing will need recipients to login on Asite with their registered email id and password.

  • People with the password (Auto-generated) - To let users access the selected file with an auto-generated password (sent as a separate email).

  • People with the password (Custom password) - To let users access the selected file with a custom password that you can create by yourself (sent as a separate email).

Expiry information - When public links are enabled on selected project folder, there are multiple options available for you to define expiry limits on the file link being shared:

  • Never Expires - To keep the link active until the setting is not manually checked off.

  • Expires in <<no. of hours or days>>- To set a time limit upon completion of which selected file link will expire.

  • Expires after <<no. of views>>- To set number of views after which selected file link will expire.


Copy Link to File - To copy the link of selected file to clipboard, click on the corresponding 'Copy Link to File' option.

Copy File Path - To copy the path for selected file to clipboard, click on the corresponding 'Copy File Path' option.

11. Click on 'Share by Email' button to share the link with desired recipients as an email. Else click 'Cancel' to go back to the previous screen.


Next Collection: aMessage Options on Files


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