In addition to collaborating and sharing content with internal coworkers, end users can also share files and folders with external, third parties. These users are called guests. Guest accounts have limited access for a fixed period of time, allowing for the transfer of files or folders, or for group collaboration on specific content.
Guest users can be created in one of the following ways:
- The system automatically creates a new guest account when a private share link is sent to an unregistered email address.
- End users can create a new guest account in the Guests tab of the end user web portal.
Guest Account Access
Guest accounts can:
- Access a shared file or folder through the web portal
- If given permission, upload, edit, and delete content in securely shared folders
- Manage their account information and change their password
Guest accounts cannot:
- Utilize the desktop client, WebDAV, or mobile apps
- Subscribe to Team Shares
If you will be collaborating with an external, third-party on a regular basis (for example, with a customer, client, or consultant), you might consider sharing an entire folder to aid in the collaboration process. When you create a secure share link to a folder, you can specify the email address of this external user, and configure appropriate permissions. When you send the secure share link, the system will detect the unregistered email address, and automatically generate guest credentials for this new user. In this way, the shared folder becomes a collaborative space where you can exchange and review content.
To manually create a guest account as an end user in the web portal:
1. Click the My Files button in the black menu bar. The My Files page displays.
2. In the My Files page, click the Guests tab. The Guest Accounts page displays, showing a list of guest accounts that you have created.
3. To create a guest, click the Create Guest button.
The Create Guest page displays, allowing you to configure settings for the new guest.
- In the Guest Settings page, you can configure the guest’s first name, last name, email address, and password.
- Use the Password Expires field if you would like to generate a time-sensitive password for the new guest user. You can select from 6 hours, 12 hours, or 24 hours. If you do not want to generate a time-sensitive password, leave this drop-down field set to Never.
- In the Default Language drop-down menu, select the preferred site language for the organization, which also affects numbering formats. Leave this field blank to use the default language set for the system.
- In the Default Timezone drop-down menu, select the preferred timezone, which affects dates and times displayed across the system. You can also leave this field blank to use the system default.
- By default, the Send Welcome Email checkbox is selected, which will send a welcome email to the new guest, containing information about how to access the system. Uncheck this checkbox if you do not wish to send a welcome email.
Note: If you deselect this setting, remember to manually contact the guest to share login information.