Sharing Files and Folders in Foxit DMS (Document Management System)

This article explains how to share files and folders in Foxit DMS, including sharing with users and groups, managing access permissions, and using public links.

How Sharing Works

Share with Users or Groups

Create a Public Link

Foxit DMS allows you to securely share files and folders with both internal and external users. You can control access by assigning roles, setting expiration dates, or generating a public link.

Types of Users:

• Internal Users: Users with a Foxit account within your organization.
• External Users: Users outside your organization. These users may or may not have a Foxit account, but the access behavior remains the same.

You can share items by inviting individual users, groups, or by creating a public link.

1. Navigate to Files → My Files.
2. Hover over the file or folder and select Share from the more actions menu.
3. In the Share window, select Invite People.
4. Enter the recipient:

• Internal user: Enter the recipient's email address and select from the dropdown. To share with a user group, enter the group name.
• External user: Enter the recipient's email address.

1. Select a role:

• Internal users
  • Editor: Can open the file or folder and perform all actions except the disabled actions: Move, eSign, Delete
  • Viewer: Can only open and download the file or folder. All other actions are disabled.
• External users: External users are automatically assigned the Viewer role.

1. Enable Expiration and set the date and time when access should expire. (Optional)
2. Click Share.

Folder Sharing Behavior

• When a folder is shared with a user, all files and subfolders within that folder inherit the same level of access assigned to the recipient (Viewer or Editor).

Both internal and external users receive an email notification when a file or folder is shared.

Internal Users:

• Internal users will see the shared item in their Shared Files section.
• Users can access the file or folder according to the role assigned during sharing.
• Internal users with Editor or Viewer access can remove shared items from their Shared Files section by clicking Remove. When a recipient removes the shared item, it is also removed from the sender’s sharing list.

External Users:

• External users can access and download the shared item using the link provided in the email notification.

You can update roles, modify expiration settings, or remove access for users who have already been granted access to a file or folder.

1. Open the Share modal for the file or folder.
2. Under People with Access, locate the user or user group.
3. Click the more actions menu next to the user or group.

From the menu, you can:

• Change Role: Switch the role between Editor and Viewer.
• Add Expiration: Set an expiration date and time if one was not configured when the item was shared.
• Edit Expiration: Update the existing expiration date or click the clock icon to modify it.
• Remove Expiration: Remove the expiration date to allow continued access.
• Remove Access: Revoke the user's or group's access to the file or folder.

All changes take effect immediately.

1. Open the Share window.
2. Select the Public Link tab.
3. Enable Expiration and set the date and time when access should expire. (Optional)
4. Click Generate to create the public link.
5. Click Copy Link to copy and share the link.

Anyone with the public link can access and download the shared file or folder.

You can update or disable the expiration settings for an existing public link.

• Disable expiration: Open the Share window and toggle Expiration off.
• Update expiration: Open the Share window and set a new expiration date and time.

Click Update, then copy the updated link if needed. Changes apply immediately and override the previous settings.

1. Open the Share window for the file or folder.
2. Under the Public Link section, click Cancel to disable the public link.

Once cancelled, the public link will no longer provide access to the file or folder.