What you get
You give access to a file or folder without sending it as an attachment. The document stays where it is, in your instance. You know who has access, you can reduce rights or cut off access at any time, and the person always sees the latest version.
Sharing internally
From the sharing panel of a file or folder, choose a colleague or a group from your organization. You set their rights: read, edit, reshare. The item appears in their space.
For an entire department, prefer a team folder open to a group over a series of individual shares. Setting up groups is explained in Controlling who sees which documents.
Sending a link outside
A sharing link gives access to a file or folder to someone who has no account in your instance. The address contains a random identifier that cannot be guessed. For each link, you set:
- the rights: read-only, or upload and edit. For a folder, an upload-only mode also lets you receive files without showing what the folder already contains;
- a password, to be sent through a different channel from the link, for example by phone;
- an expiration date, after which the link automatically stops working;
- a note for the recipient, if needed.
You can create several links on the same folder, with different rights, and remove each one separately. From Klytic Mail, send this link rather than a heavy attachment: the recipient views the up-to-date version.
Avoiding accidental sharing
Most leaks come from a link set on the wrong folder, or a link left open with no time limit. An administrator of your instance can set rules for everyone:
- require a password on all external links;
- set a default expiration date, and a maximum duration users cannot exceed;
- allow or prevent resharing of a received item;
- restrict internal sharing to members of the person’s groups;
- prevent members of certain groups from creating shares, while still allowing them to receive shares.
For users, two habits are enough. Share the relevant subfolder, never the parent folder for convenience. And check in the sharing panel who already has access, including through a parent folder, before placing a sensitive document.
Working with a partner
The right tool depends on the duration and direction of the exchanges.
| Situation | Action |
|---|
| One-off sending of a document | Read-only link, password, short expiration date |
| Receiving documents from a customer | Upload-only link on a dedicated folder |
| Regular two-way exchanges | Folder dedicated to the partner, edit link, password, expiration date reviewed at each deadline |
| Long-term collaboration | Account created by the administrator in your instance, placed in a group that sees only the shared folder |
The partner folder sits outside your sensitive folder tree. That way, an overly broad link cannot expose anything else. For creating accounts for external people, check with Klytic how this affects the sizing of your plan.
For meetings, external guests join the Klytic Docs video conference through a simple link, without an account. This access to the meeting does not open your folders to them: a document shown during the call is shared separately, by link.
Video conferencing is provided for a limited number of users. Support for a large number of video conferencing users is subject to a specific quote.
Sensitive documents and downloads
A document displayed on a screen can always be copied or photographed. Control therefore relies on several combined levers:
- grant read access without edit access;
- on a link, hide the download button. This makes retrieving the file harder, not impossible;
- set a short expiration date and remove the link as soon as it is no longer needed;
- monitor the folder’s activity in the log;
- do not sync a sensitive folder to an external or shared computer;
- for anything that must never leave, create no link and exclude the relevant group from creating shares.
Exchanges with your instance are encrypted. Depending on the folder’s encryption mode, however, the sharing options offered may differ: check them before encrypting a folder intended for external people.
Example: a “Clients” folder and a “Payroll” folder
A services company sets up two team folders.
- Clients: each client has its own subfolder. Project managers create password-protected links there, valid for thirty days at most, as enforced by the administrator.
- Payroll: open only to the Payroll group, with edit rights, without the reshare right. The group is excluded from creating shares. Pay slips are never sent by link.
Limitations
- Removing a link cuts off access, but does not erase a copy already downloaded by the recipient.
- A link passed on to a third party remains usable by that third party if it has no password. Hence the value of making passwords mandatory.
- Whether to integrate Klytic Docs with other company tools is covered in the guide Connecting a document management system to the ERP, CRM and email.
