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Documentation Index

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Who is this document for?
  • Administrator: Configure the document sharing via link feature for the entire workspace.
  • Approver: Review sharing requests and manage document access permissions.

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Feature Setup (Administrator)

This operation only needs to be performed once before deploying to employees.

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Step 1: Block unmanaged file transfers

To ensure data is only shared via the system link, Administrators need to enable the file transfer blocking feature. Go to: Device Management → Data Protection → File Transfer Blocking → Toggle on Block file transfer. enable-file-transfer-blocking

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Step 2: Configure Sharing Management Mode

Administrators choose one of two control mechanisms:
  1. Free Mode: Employees actively create links. Administrators perform post-audit via Logs (tracking identity, time, and number of visits).
  2. Approval Mode: Links only become effective after the employee’s request is approved by an Approver.
How to enable Approval Mode:
1

Go to Device Management → Data Protection → File Sharing via Link → Settings.

2

Toggle on Approval Mode.

enable-approval-mode-toggle
3

Click Add to designate Approvers to the list.

add-approver-to-list
4

Select members from the Workspace, assign permissions by device or department, then click Add.

select-approver-popup

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Request Review (Approver)

Applicable when the Administrator has enabled Approval Mode.

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Step 1: Create a Security Key (first-time setup)

The Security Key is a unique password for each account, used to decrypt document content when Previewing or downloading files directly from the system. Only the key owner can view the content - no other account in the same workspace can view it on their behalf.
The Security Key is linked to the user account and does not change across Workspaces.
When first accessing Device Management → Data Protection → File Sharing via Link, the system will automatically display a popup requesting key creation.
1

Enter your desired Security Key.

2

Re-enter to confirm the key.

3

Click Confirm to complete.

initialize-security-key
Remember your Security Key. If you close the popup without creating a key, you will not be able to access the File Sharing via Link screen until the key is created.

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Step 2: Receive notifications and view pending requests

When an employee creates a sharing request, the Approver will receive an Email notification.
1

Open the notification Email and click View Request.

approval-notification-email
2

Or go directly to: Device Management → Data Protection → File Sharing via Link → Link Requests tab.

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Step 3: Preview the document before approving

Before granting permission, Approvers should preview the document content to ensure no sensitive information is being shared externally.
1

In the request list, click the eye icon (👁) corresponding to the file to be reviewed.

file-preview-icon
2

Enter the Security Key and click Confirm (only required once per session).

enter-security-key-popup
3

File content is displayed directly on screen. Click Download if you need to save it to your computer.

file-preview-interface
The Security Key only needs to be entered once per session. After that, you can Preview other files without re-entering the key.
Supported Preview Formats:
TypeFormats
Text / Codetxt, md, json, csv, log, xml, yaml, yml, js, ts, css, html, go
Imagespng, jpg, jpeg, gif, webp, svg
Documentspdf
Audio / Videomp3, wav, ogg, mp4, webm

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Step 4: Approve or Reject the request

1

In the pending request list, click ⋮ corresponding to the file.

2

Select Allow to grant link creation permission, or Reject (with a reason if necessary).

Once approved, the employee will receive an Email notification and the document link will automatically appear on their computer screen.
Approvers can adjust access permissions or revoke links at any time in the Created Links tab. Update Viewers:
1

Click ⋮ corresponding to the link → select Update.

update-viewer-button
2

Update the list of authorized Emails or switch to public mode (Anyone).

update-viewer-email-popup
Stop Sharing:
1

Click ⋮ corresponding to the link → select Stop Sharing → Confirm.

stop-sharing-link-button
2

Recipients will see a No Document message when accessing a revoked link.

revoked-link-notification
If a device is Removed from the Workspace, all associated sharing links will be permanently deleted.

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Security Key Management

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Change Security Key

Go to: Account Settings → Security → Security Key for Device Management → Click Change Security Key. change-security-key-interface
After changing the key, you cannot Preview or download from Preview for documents created before the change.

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Forgot Security Key

You can reset the key via OTP verification sent to your Email.
1

In the key entry Popup, select Forgot Security Key.

forgot-security-key-button
2

Confirm the warning and click Send OTP.

confirm-key-reset-popup
3

Enter the OTP from your Email, then set up a new Security Key.

set-new-security-key-otp
Resetting the key via OTP will also result in the loss of Preview and download capability for documents shared before the reset.