Share a document by a secure link

When an auditor, a bank or a customer needs a copy of a certificate or a licence, send a secure link instead of an attachment. The link stops working on the day you choose, can ask for a password, and records every time it is opened.

Before you start

• You need the right Upload documents, add versions and links.
• Allow secure share links must be ticked in Settings → Documents.
• The document needs a published version, and must not be archived.

Steps

Make a link

1. Open the document and go to Share links.
2. In Valid for (days), type from 1 to 90. The default is 7.
3. To protect it, type a Password (optional, 6+ characters). Send the password to the person another way, for example by phone.
4. Tick View only if the person may read the document but not download it.
5. Select Make a link.
6. Copy the link from the green box The link (shown once — copy it now): and send it. Kluvan keeps only a fingerprint of the link, so it cannot show it again.

Follow and stop a link

1. Each link is listed with when it was made, until when it works, and how many views and downloads it had.
2. Open Who opened it to see each visit: opened, viewed, downloaded, wrong password, or refused.
3. Select Revoke to stop a link at once. It shows Revoked; a link past its date shows Expired.

What the other person sees

The link opens a page with the document's title, your organisation's name and Available until with the date. With a password, they type it and select Open. They see the preview and, unless the link is view only, Download with the file name.

Good to know

• The link shows the version published when you made it, even if you renew the document later. Make a new link to share the new version.
• Some documents are never shared: personal documents, and restricted documents unless you have the right Documents settings, holds, retention and deletion. The Share links card explains why when it cannot make a link (see doc_share_refused).
• Wrong passwords. After 10 wrong passwords in an hour the link locks for the hour. After the right password, the person can use the link for 30 minutes before typing it again.
• Private by design. Search engines do not list the page, and too many attempts from one address are refused. A link that expired or was revoked says This link no longer works (see doc_share_gone).
• A document can have up to 50 links.