Managing Link Recipients & Guest Registration

Audience: Share creators; Admins

Purpose: Show how recipients are identified, added/removed, and what the registration flow looks like

Prerequisites: Ability to create/edit Shares; awareness of user lifecycle policies

What is a Guest User?

A Guest User is a lightweight external user who:

• Can access files/folders only via links they receive.

• May upload to a folder via inbound links.

• Cannot log in to browse your site/workspaces outside the files received in a link.

Guest users appear under Users → Guest Users and are subject to suspension/deletion rules—just like standard users.

Registration & Sign-In (Guest User experience)

1. Recipient receives the email (system-sent mode) and clicks the link.
2. They enter the same email address the sender used.
3. A 6-digit code is emailed to verify the address; they enter it.*
4. Once verified, they register as a Guest User (first name, last name, password).
5. If MFA is enabled, they complete MFA:
   
   • Sharetru Federal: TOTP app only.
   • Non-Sharetru Federal: TOTP app, Email, or SMS.
6. They access the link's contact if receiving files, or upload content if sending files in

*Example of 2FA email for verification during guest registration

After the Guest User's first registration, they’ll use email + password (and MFA when required) for future links received -- unless their account is deleted (by policy or manually by an admin), in which case they’ll register again if invited later.

Managing recipients

• Once a link is created and sent by the system, you can not add additional recipients to the link. You will need to create a new link. 

• Switch to sending the link yourself if you need a generic link (usage becomes pooled per-link).