These links allow recipients to open and view your shared file, regardless of their access on Asite.
Below are the steps to be followed for sharing such a link:
Note: To use the above functionality, the 'Enable Public Link' setting must be enabled at the project and folder levels (as explained in the steps below).
1. Go to the concerned project in the 'Projects' tab.
2. In thumb view, mouse over the project record and click the gear icon.
Alternately, right-click the project record in the list view, and select 'Edit > Project'.
3. A popup page with project settings comes up. Click the 'Project' button to begin editing.
4. Clicking the 'Project' button, the 'Edit Project' page will open.
5. Go to the 'Project Settings' tab and select the 'Enable Public Link' checkbox to activate the sharing of public links from this project.
6. In the 'Files' tab, right-click the folder from which the file link needs to be shared.
7. Tick the 'Enable Public Links' checkbox in the 'Edit Folder' popup.
Once the above two permissions are granted at the project and folder levels from which links need to be shared, below are the next steps to share file links based on the selected configuration.
8.. Follow the steps to open the required file in the viewer you need to share as a link.
9. Next, please follow the steps to navigate to 'More Options' in the File Viewer.
10. In the 'More Options' menu, select the 'Share Link' option (under the 'Share' category) to share the link to the file revision (open in the viewer) with other users.
A layered page appears.
Two separate tabs will be available - Share File Link by Email and Permission Settings.
Below is a description of the options available under the 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 you are entering multiple recipients.
'Message (optional)' - Enter a message regarding the file you share. You can use the options at the top to apply rich text formatting and insert images into your message if necessary. 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 the Asite File Viewer along with the option to download from the viewer screen. If you uncheck this option, the file will be directly downloaded and not open in Asite Viewer. This checkbox is selected by default.
'Download File' - If this option is selected along with 'Open & View File', a separate option to download the chosen file will be available when the file opens for viewing via the file link. If this option is selected and the 'Open & View File' option is not selected, the file will be directly downloaded and not open in Asite Viewer.
Share Settings:
'Always Open Latest Version' - To allow link recipients to view or download the latest file revision every time they use the shared link.
'Send me a copy of the email' - To receive a copy of the email that will be sent when sharing the document link.
'Notify me on Download' - To receive a mail when a shared file is downloaded using the shared link.
Below is a description of the options available under the Permission Settings tab:
'Who Can Access?' - When public links are enabled on the 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 the selected file. This option is selected by default when public links are enabled on the related folder.
'Only people with password and access' - To let only Asite registered users access selected files. The link you share will require recipients to log in on Asite with their registered email ID and password. This option 'Only people with password and access' indicates that the link you share will need recipients to log in 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 you can create it by yourself (sent as a separate email).
'Expiry information' - When public links are enabled on the 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 changed the other way around.
'Expires in <<no. of hours or days>>' - To set a time limit upon completion of which the selected file link will expire.
'Expires after <<no. of views>>' - To set the number of views after which the selected file link will expire.
Copy Link to File - Copy a link to the chosen file to the clipboard.
Copy File Path - Copy the folder path of the chosen file to the clipboard.
11. Below is a description of the icons at the top right which can also be used optionally while sharing the link from within the file viewer:
Icon | Title | Description |
 | Maximize | To maximize the layered page. |
 | Minimize | To minimize the layered page. |
 | Dock Content | To dock the content within the layered page so that you don't need to click again to view its content. |
 | Undock Content | To undock the docked content. |
 | Close | To close the layered page. |
12. Click the 'Share by Email' button to send the link to the defined recipients as an email. Otherwise, click 'Cancel' to return to the previous screen.
Next Article: Viewer-Specific Functions (Overview)