How to manage shared link permissions

Once you create a link to a file or folder you can set access permissions to control who can view the link, and what they can do with the link.

In this article:

Add passwords to shared links

When you add a password to shared link, recipients of the link will be required to enter the password to gain access. To set a link password:

  1. Sign in to the web panel.
  2. Click the   (ellipsis) icon beside any linked file to open the file menu.
  3. Select the Manage link option (or Share as link, if the link has not been created).
  4. From the Link settings window, toggle on   the password switch.
  5. Enter a password in the link password box.
  6. Click the Save button.

Once saved, you can copy and paste the link into an email, or send it directly through the Sync.com web panel. Don't forget to let your recipients know what the password is.

Notes:

  • What do people see when a link is password protected? Once you have set a password, people trying to access the link will be required to enter the password.
  • How do I change or remove the password? Reset or remove the link password by following the same steps you used to create the password. To remove the password toggle off   the password switch. 

Revoke access (remove a link)

When you remove a link, the link is immediately disabled. People who try to access a disabled link will get an error message. To remove a link:

  1. Sign in to the web panel.
  2. Click Shares from the left navigation bar.
  3. Click the Links tab.
  4. Click the   (ellipsis) icon beside the link you want to disable.
  5. Select Delete link.
  6. Click Delete to confirm.

Your file will remain on Sync, but the link will no longer work. Once removed, there is no way to re-enable the same link. To share your file or folder again create a new link.

Set expiration dates on shared links

Sync Pro Solo and Pro Teams plans include expiry dates on shared links. When enabled, a link remains active until the expiry date and time, at which point accessing the link will result in an error.

To set a link expiry date:

  1. Sign in to the web panel.
  2. Click the   (ellipsis) icon beside any file to open the file menu.
  3. Select the Manage link option (or Share as link, if the link has not been created).
  4. From the Link settings window, toggle on   the link expiration switch.
  5. Click the calendar icon to set a date.
  6. Additionally, enter an expiration time (Hour:Minute:AM/PM). The time is your local time.
  7. Click the Save button.

Notes:

  • How do I change or remove the expiry date? Modify the expiry date by following the same steps you used to set the expiry date. To remove the expiry date toggle off   the link expiration switch. 

Set download limits on shared links

Sync Pro Solo and Pro Teams plans include the ability to limit the number of times a linked file can be downloaded. Once the limit has been reached, people who try to access the link will get an error. This permission can be set on files only (not folders). To set a link download limit:

  1. Sign in to the web panel.
  2. Click the   (ellipsis) icon beside any file to open the file menu.
  3. Select the Manage link option (or Share as link, if the link has not been created).
  4. Click Advanced settings.
  5. From the advanced link settings window, toggle on   the download limit switch.
  6. Enter a download limit in the download limit box. Leave blank for unlimited.
  7. Click Save.

Note:

  • How do I change the download limit? You can modify the download limit by following the same steps you used to set the download limit.

Disable downloads on shared links (view only)

Sync Pro Solo and Pro Teams plans include the ability to disable downloads on shared links. When enabled, recipients can view a linked document or file, but cannot physically download it to their computer or mobile device through Sync.

To set a link to view only (no download):

  1. Sign in to the web panel.
  2. Click the   (ellipsis) icon beside any file to open the file menu.
  3. Select the Manage link option (or Share as link, if the link has not been created).
  4. Select View only from the permissions dropdown.
  5. Click Save.

What types of files can be set to view only?

  • Any file format support by the Sync document previewer(full list here).

Make links editable (Collaborative Links)

Sync Pro Solo and Pro Teams plans enable edit permissions on shared links to Microsoft Word, Excel, and Powerpoint documents. With edit permissions enabled, link recipients can edit the document directly from their web-browser, while accessing the link. 

To enable link editing:

  1. Sign in to the web panel.
  2. Click the   (ellipsis) icon beside any Microsoft Word, Excel, or Powerpoint file to open the file menu.
  3. Select the Manage link option (or Share as link, if the link has not been created).
  4. Select View, download and edit (or View, download and edit folder contents) from the permissions dropdown.
    • This option is only present if the file is not in a shared folder.
  5. Click Save.

Note:

  • With this feature enabled, link recipients will be able to edit the document, by clicking the Edit in Office menu option.
  • Editors will be prompted to sign in or create a free Sync account to edit. This ensures all edits are tracked in version history.

Monitoring link activity

Sync Pro Solo and Pro Teams plans include email notifications on link activity. When enabled, you will get an email notification whenever a linked file is downloaded (or when a file is uploaded to an upload-enabled link).

To enable link activity email notifications:

  1. Sign in to the web panel.
  2. Click the   (ellipsis) icon beside any file to open the file menu.
  3. Select the Manage link option (or Share as link, if the link has not been created).
  4. Click Advanced settings.
  5. Under Notifications check New Comments and New Downloads. 
  6. Click Save.

To view link activity in the events log:

  1. Sign in to the web panel.
  2. Click Settings from the left navigation bar.
  3. Click the Events tab.

The events tab lists all activity on your account. Links view events include the date and time the link was downloaded or viewed, and the IP address of the computer accessing the link.

Requesting files with upload enabled links

Sync Pro Solo and Pro Teams plans include a file upload feature for links.  With this feature enabled, link recipients can upload directly to a folder you link to, using their web browser (no Sync account required). This allows people to send you files easily.

Enhanced privacy

Enhanced privacy enables end-to-end encryption on shared links. With enhanced privacy disabled links are encrypted in transit with SSL, which provides the highest level of compatibility in terms of web browser support, while still being encrypted and secure.

With enhanced privacy enabled links are encrypted with SSL, and an additional layer of end-to-end encryption. This provides more privacy, at the cost of reduced web browser functionality and smaller file sizes. Safari mobile, older web browsers, and files larger than 500 MB are not fully supported with enhanced privacy enabled.

Recipients of links using an unsupported web browser will get an error message when trying to access enhanced privacy enabled links, and will not be able to download folders as Zip. Sync provides an enhanced privacy option to ensure that you can enable end-to-end encryption on links when you need to, or use standard encryption for accessibility and additional features.

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