There are 2 ways to share project files:
Copy link: allows viewing files by invited participants according to their document permissions.
Share file externally: allows providing access to files for external parties, not invited to the project.
Copy link
Administrators can quickly share documents with participants within the project. Simply hover over the document that is to be shared and select Copy link in the shortcut menu.
You can also right-click on the file and select Share and then Copy link. This copies the direct link to your clipboard, which you can then share with any participant within the project.
Only active participants (not deactivated) invited to the project in groups with permissions to access the document can access such links. Any other user would see a generic access denied message.
Share file externally
This feature enables administrators to securely share specific files with clients, partners, or consultants outside the data room, facilitating efficient collaboration with authorized individuals, while maintaining control over access and permissions of shared content.
💡 Sharing files externally is available with Business and Enterprise subscriptions only.
To share file externally, right-click on the file you wish to share and select Share and then Share file externally from the context menu.
The main benefit of the share file externally feature is that such users don't have to be invited to groups within the project, don't have to register an account with Ideals to access those files, and don't even have to be invited to the VDR at all.
Access type
Next, specify the required access level:
Anyone with a link: allows anyone with the link to access the file, requiring email verification via a confirmation code.
Limited access: enables users to specify which emails or email domains can access the file, with verification via email code.
💡 Only PDF convertible file types and Excel files can be shared externally.
Custom settings
You can customize settings for shared links, including:
Enabling/disabling expiration dates.
Enabling/disabling watermarks.
Enabling/disabling downloading in PDF or original format.
💡 If you set an expiry date, access to this link will be automatically disabled when the expiration date is reached.
To ensure a uniform approach to the project watermarks, the applied pattern will be taken from the project settings.
💡 Administrators can send a link to any participant right away from the project during its creation. This is an easy way to notify users that files are ready for review.
Managing shared links
All shared links are listed in the Quick access menu, providing users with easy access to view and edit shared links.
You can edit all the parameters for the link, including enabling and disabling it, to ensure full control over link access as the project progresses.
Also, administrators can copy any of the already existing links to share it with external users or send it via email.
Tracking activity
Administrators have immediate access to key engagement metrics directly from the Shared shortcut page, eliminating the need to navigate to Reports for critical insights.
The activity modal window provides a centralized overview with three clickable tiles displaying real-time statistics:
Engaged tab: Unique users who viewed the file at least once, and displays:
Date the link was last shared
Number of views
Number of downloads
Most recent action date
Views tab: Total number of views, with details on unique user counts.
Downloads tab: Total number of downloads, highlighting unique users who downloaded at least once.
This helps admins monitor and manage external link performance.
Gaining access to shared file
External stakeholders will receive an email with a click through to a quick-and-easy sign in flow.
💡 The participant can take the link from the email or in any preferable way from the administrator – it is not obligatory to send the link via email.
The email informs users of who has shared the file and any additional message added by the administrator. They can then click through to the sign-in flow.
Stakeholders need only verify their email address with a code to access the file.
Stakeholders who haven't previously accepted Ideals Terms of Use and Privacy Policy will need to check the box to agree before they can view the file.
In the event that the file has moved, deleted, or a user simply does not have access to the file, a deliberately ambiguous error message is displayed. This is so as not to give vital information to any unauthorized user.
Our Share file externally feature offers a secure and efficient solution for collaborating with external stakeholders. By providing users with control over shared content and permissions, we empower them to collaborate effectively while safeguarding sensitive information.
Should you have any questions or require assistance with utilizing this feature, please don't hesitate to reach out to our support team. We're here to ensure a seamless and productive collaboration experience for you and your external partners.