How to share a file or folder

Terminology: This universal guide uses neutral descriptions and neutral mock text. Follow the property-specific people heading shown in your workspace.

Use the Share dialog to choose exactly who can see a document or folder: everyone at the property, a restricted set of groups and people, or the public.

1. Open the Share dialog

Go to Documents and find the file or folder. Select Share on its row (files) or its card (folders). To share several items at once, select the checkbox on each row or card you want to include, then choose Share from the bulk bar that floats over the page. A plain click on a row or card still selects just that one item; use the checkbox to build up a selection of more than one.

The Share button on a file row.

2. Choose who can see it

At the top of the dialog, under General access, pick one:

• All members: every staff member, PM and board member at the property. This is the default for anything new.
• Restricted: only the groups and people you choose. Turn on any combination of PMs, Board and Staff, and add named people from the search box below the chips.

Restricted, with PMs and Board turned on and two people added by name.

If you restrict a folder, everyone in that group or list can see everything filed inside it, now and later, without you doing anything else. If you restrict one document inside a folder that already has broader access, that document keeps the narrower rule you just set.

Searching for a person who already has access through a selected group (for example, a board member while Board is on) shows them as already covered instead of letting you add them again.

3. Make it Public if the wider property community should see it, too

Under the property-specific people heading, turn on Public. Public overrides any restriction above it: the item becomes visible to everyone covered by that heading and every member, no matter what General access says.

If the item was Restricted, turning Public on shows a note explaining that Public wins anyway. Your restriction is not deleted; it is simply set aside while Public stays on.

On a folder, Public also flows down to everything inside it, including sub-folders, the same way a restriction does. If even one item inside an otherwise private folder is Public, the folder itself shows as visible to the wider property community, though people only see that one public item inside it, not its private siblings.

4. Save

Select Save. Anyone newly given access, whether by name, by group, or because you switched to All members, gets an email letting them know what was shared with them and a link to it. People who already had access are never emailed again for the same change.

If you remove your own access while saving, you get a warning first so you can back out before you lock yourself out. If you choose Restricted but leave every group and every person empty, Save stays disabled until you pick at least one, or switch back to All members.

Good to know

• If the item already has an active public link and you narrow who can see it here, the link keeps working for anyone who has it. A note in the dialog reminds you of this and points you to Revoke, below, if you want to turn the link off too.
• Deleting a folder moves its contents into the folder it is deleted into. If the folder you are deleting was more restricted than the one its files land in, a warning names that destination folder and who will be able to see the files once they move.