New Share Settings UI

Overview

The Share Settings interface allows you to manage who can access your shared files and folders, control permissions, set expiration dates, and configure advanced security options. The redesigned interface provides a cleaner, more intuitive experience with separate pages for different settings categories.

Accessing Share Settings

Share Settings can be accessed in two ways:

1. From Shared by me page: Click the Settings icon (⚙️) next to any share link you own

2. From Shared Link View: Click the Share icon in the header actions (owner-only)

Main Page

The main Share Settings page is your starting point for managing share link permissions. It consists of three main sections:

Header

The header displays:

• File/Folder icon and name: Shows the item you're sharing

• Connector information: Indicates which connector the file/folder originates from (e.g., "Shared from OneDrive")

• Close button: Click the X icon to close the modal

Body

The body contains the core sharing controls:

Email Input (Restricted Access Only)

When you select Restricted Access as your access level, an email input field appears at the top. You can:

• Type or paste email addresses to search for users

• Select users from the search results

• When you add an email, the invitation page automatically opens

Access Level Selector

Choose who can access your shared link:

1. Public - Anyone with the link can access

   • Description: "Anyone with the link can access"

   • Select permission type: Viewer or Editor

2. Organization - People within your organization can access

   • Description: "People within your organization can access"

   • Select permission type: Viewer or Editor

3. Restricted Access - Only selected people can access

   • Description: Shows count of users (e.g., "2 users")

   • Manage Access button: Opens the users management page

   • Select permission type: Viewer or Editor

   

Each access level option displays:

• An icon representing the access type

• A title and description

• A permission type selector (Viewer/Editor) that appears when selected

• For Restricted Access, a "Manage Access" button to view and manage the user list

Footer

The footer contains action buttons that change based on the current page:

On Main Page:

• Settings button: Opens the Advanced Settings page

• Enable Link / Disable Link button: Toggles whether the share link is active

• Copy Link button: Copies the share link to your clipboard

Status Warnings: If your link is disabled or expired, a warning banner appears above the footer:

• Expired link: "The link has expired. Please update the expiry date to keep using the link."

• Disabled link: "The link is disabled. Please enable it to keep using the link."

Advanced Settings Page

Click the Settings button in the footer to access advanced configuration options. This opens a slider page that slides in from the right.

Navigation

• Back button: Click the circular back button (←) in the header to return to the main page

• Page title: Header shows "Advanced Settings" with the file/folder name below

Link Expiry

Set when your share link expires:

• Current expiry date: Displays the current expiration date (e.g., "Expires in 30 days" or "Expired 5 days ago")

• Date picker: Click the date display to open a calendar

• Select a date from the calendar (past dates and dates beyond the maximum limit are disabled)

• The expiry date is automatically saved when changed

Allow Decrypted Download

Control whether recipients can download decrypted files:

• Toggle switch: Enable or disable decrypted downloads

• Description: Includes links to Terms of Service and Privacy Policy

• Note: This option is only available for Organization and Restricted Access levels (not available for Public links)

Users Management Page

When you select Restricted Access and click Manage Access, or after successfully adding users from the invitation page, you'll see the Users management page.

Navigation

• Back button: Returns to the main page

• Page title: Shows "Users" with the file/folder name below

Search and Filter

At the top of the page, you'll find:

1. Filter Tabs: Three tabs to filter users by role

   • All: Shows all users with access

   • Editors: Shows only users with edit permissions (plus the owner)

   • Viewers: Shows only users with view-only permissions

2. Search Bar:

   • Click the search icon to expand the search input

   • Type to search users by email address in real-time

   • Search works across all filter tabs

   • Press Escape or click outside to close the search

User List

The user list displays:

• Checkboxes: Appear when you select users or hover over the list

• Avatar: User's initial or group icon

• Name and email: User's display name and email address

• Permission indicator: Icon showing Viewer (👁️) or Editor (✏️) permissions

• Remove button: Trash icon appears on hover (not available for the owner)

Owner Badge: The person who created the share link is marked as "Owner (Editor)" and cannot be removed.

Bulk Actions

When you select multiple users:

• Select All checkbox: Appears at the top to select/deselect all users

• Remove selected button: Bulk remove multiple users at once

• A confirmation dialog appears before removing users

Removing Users

To remove a user:

1. Hover over a user row to reveal the remove button (trash icon)

2. Click the remove button

3. Confirm the removal in the popup dialog

4. The user is removed and settings are automatically saved

Invitation Page

The invitation page opens automatically when you:

• Type or paste an email address in the Restricted Access input field on the main page

• Click Add Users from the Users management page

Navigation

• Back button: Returns to the previous page

• Page title: Shows "Add Users" with the file/folder name below

Adding Users

1. Email Input Field:

   • Type or paste email addresses to search

   • Select users from the dropdown results

   • Invalid emails are highlighted with error messages on hover

   • Duplicate emails show "This user has already been added"

   • Domain restrictions show "Sharing with this email domain is not allowed for your organization"

2. Invitation Message (Optional):

   • Add a personal message to include with the invitation (up to 200 characters)

   • Character counter shows current length (e.g., "45/200")

   • Counter turns orange at 80% capacity and red when at the limit

   • Note: This field is not available for CMMC connectors

3. Send Invite Button:

   • Click to validate emails and send invitations

   • Valid users are added to the share link

   • You're automatically taken to the Users page after successful invitation

   

Email Validation

The system validates emails in real-time:

• Valid emails: Added successfully

• Invalid format: Shows "This is not a valid email address"

• Domain restrictions: Shows if the email domain is not allowed

• Already added: Shows if the user already has access

Auto-Save Feature

All changes to share settings are automatically saved after a brief delay (1 second) when you:

• Change the access level

• Modify permission types (Viewer/Editor)

• Update the expiry date

• Toggle decrypted download permissions

• Add or remove users

• Enable or disable the link

Visual Feedback:

• A loading strip appears at the bottom of the modal while saving

• A success notification appears when settings are saved

• No manual "Save" button is needed

Note: If there are validation errors (e.g., expired link, no users in restricted access), the save will not complete and an error message will be displayed.

Common Tasks

Changing Access Level

1. Open Share Settings

2. On the main page, select a different access level (Public, Organization, or Restricted Access)

3. Select the permission type (Viewer or Editor)

4. Settings are automatically saved

Adding Users to Restricted Access

1. Select Restricted Access on the main page

2. Type or paste email addresses in the input field

3. Select users from the search results (invitation page opens automatically)

4. Optionally add an invitation message

5. Click Send Invite

6. You're taken to the Users page to see the updated list

Setting Link Expiration

1. Click Settings in the footer

2. In Advanced Settings, click the expiry date display

3. Select a date from the calendar

4. The date is automatically saved

Removing Multiple Users

1. Go to Users page

2. Click checkboxes next to users you want to remove (or use "Select all")

3. Click Remove selected

4. Confirm the removal

5. Users are removed and settings are saved automatically

Enabling/Disabling a Link

1. On the main page footer, click Enable Link or Disable Link

2. The link status changes immediately

3. Settings are automatically saved

Tips and Best Practices

• Auto-save: You don't need to manually save changes - they're saved automatically after you make them

• Validation: The system prevents saving invalid configurations (e.g., expired dates, empty restricted access lists)

• Search: Use the search function in Users to quickly find specific users

• Bulk operations: Select multiple users to remove them all at once

• Permission types: Remember that Editors can modify files, while Viewers can only view them

• Expiry dates: Set realistic expiry dates to maintain security while allowing necessary access

Also see What's new in Share Settings?