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Advanced Configurations for Shares Links

Audience: Share creators; Admins defining SOPs

Purpose: Explain controls for expiration, usage, deletion, and domain allow-listing

Prerequisites: Ability to create or edit Shares; knowledge of your org’s security policies

How to Access Advanced Settings During Link Creation

When creating a Shares link, you can access the Advanced Settings (if available to you) by clicking on the "Advanced Settings" button which will present the interface as seen below:

Screenshot 2025-09-22 at 4.22.30 PM

Number of days before link expires

  • Choose how many days the link stays valid.

  • After expiry, the link no longer grants access

  • This can be set by an administrator from the File Sharing section of the Settings menu. An administrator may allow or disallow a link creator who is an end user to change the allowed number of days before the link expires:

Screenshot 2025-09-22 at 4.19.41 PM

Number of uses allowed

Similarly to "Number of days before link expires," This can be preset by an administrator from the File Sharing section of the Settings menu. An administrator may allow or disallow a link creator who is an end user to change the allowed number of uses before the link expires.

The number of uses allowed is dependent on how the link is being sent:

  • "Send it for me:" counts per recipient (each email has its own allotment).

  • "I will send it myself:" counts per link (shared pool).

  • Adjusting limits after send is logged.

 

Deletion of link X days after expiration

This can be configured in the File Sharing section of the Settings menu

  • Add a post-expiry cleanup window (e.g., delete 7 days after expiration).

  • This removes the link itself for hygiene and compliance.

Screenshot 2025-09-22 at 4.12.43 PM

Domain allow-listing (whitelisting)

Admin can configure a list of domains that are allowed to receive Share links. The whitelist applies to where share link emails can be sent. Additionally, when a share link is used the whitelist is checked before allowing the guest user to continue.

  • Restrict outbound Shares so they can only be sent to approved email domains (e.g., @yourclient.com, @partner.org).

  • Helps prevent mis-addressed or unintended external distribution.

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Tips

  • Use shorter expirations + lower usage caps for sensitive data.

  • Prefer system-sent for identity-bound tracking (per-recipient counters).