Using the file action "Create External Links" Docrio users can select one or more documents to share with someone outside of their organization.

External Link Permissions

The ability to create and manage external links is controlled by File Action permissions. These can be granted and removed via the File Actions Tab within the Docrio Admin Settings.

Creating an External Link

  1. From the Docrio component on the record, check off the files that you want to include in your external link.
    • We recommend not including more than 4,000 files within external links. Users who exceed this number will start to encounter errors and increased slowness.
  2. From the File Actions menu, select Create External Link.

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  3. A dialog box will appear where you can configure the settings for the link.
    • Expiration Date is a required setting. The default expiration date that appears is for a week from the user's current date. Links can be valid for up to a year from their creation date.
    • Password is an optional setting. If set, ensure that you send the password to the recipient(s) with the link.
    • Please Note: Links expire at midnight in UTC time.
  4. Click Create Link once settings have been configured.

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  5. A dialog box will appear that has the external link on it. Click the clipboard to copy the link.

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Accessing an External Link

  1. Open your web browser (we recommend Google Chrome), paste the external link into it, and either hit enter or click go.
    • If a password was set, the user will be prompted to enter in the password.
    • Please ensure you send the password to your recipient along with the link.
    • If no password was set, the user will see a list of the files you are sharing with them.
  2. When downloading external links, users will notice they appear on their machine as a zipped file. We do this to help facilitate the sharing of larger files. 
  3. To access zipped files, locate where your computer downloads files too. Double click on the zip file, and your operating system should open it (or download an expanded copy) automatically.
  4. Users can see a preview of each of the files, as well as download each file individually, or check the box next to each of the files and download all of the files at once.

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Managing External Links in Docrio

Within Docrio a user can manage the external links that have been created.

There is a symbol under file names that have had files created that alerts a Docrio User to an external link having been created. It appears next to the version number for the file.

Additionally, there is also a new tab in the preview pane titled Links. Here a user who has the “Manage External Links” permission can find the external link that was created.

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