This is a Step-by-Step Guide to Sharing Files with Secure Links. This tool allows you to create an encrypted link that can be shared directly via your preferred communication method. With built-in security options such as password protection and expiration dates, you maintain full control over who can access your documents.
Anyone with the link can access the shared files without needing a system account. If the recipient does have an account, they can still access the files using the shared link, but need to add their full name and email. However, if the link is password-protected, they must enter the password set specifically for the link — not their personal account password — in order to gain access.
This guide explains how to securely share files or folders using encrypted sharing links in FutureVault. You can share:
- Individual files
- Multiple selected files
- Entire folders and subfolders
Secure Links allow you to share content externally without requiring the recipient to have a FutureVault account. When sharing folders, you can now create a live dynamic link that automatically reflects:
- Newly added files
- Updated files
- Newly added subfolders
You can also choose how recipients view the shared content:
- Original folder structure
- Flat file list
Important:
- If you share an entire folder, future content updates are automatically included in the link.
- If you share only selected files, the link remains static, and no additional files will be added automatically.
Benefits of Using Secure File Sharing Links
- Simple & Efficient – Share multiple files or entire folders using a single secure link.
- Dynamic Folder Sharing – Share a full folder structure that automatically updates when new files or folders are added.
- Flexible Display Options – Choose whether recipients see the original folder structure or a flat list of files.
- Enhanced Security – Protect access with passwords and expiration dates.
- Complete Control – Manage, edit, or revoke access at any time.
- Compliance & Tracking – Track access activity with logged auditing details.
Step-by-Step Guide:
You can create secure links in two different ways:
- Option 1 – Sharing Folder(s)
- Option 2 – Sharing Individual File(s)
- How to Manage and Edit a Shared Link
- How Recipients Access Shared Content
Option 1 – Sharing Folder(s)
When selecting one or more folders:
- The shared link becomes a live dynamic link
- All subfolders are automatically included
- Any new or updated files added later will automatically appear for recipients
Select the Folder(s)
- Navigate to the client vault and select one or more folders.
- Right-click and choose Share Files via Link from the Actions menu.
- When folders are selected, the sharing window will display additional viewing options:
- Show Folder Structure - Keeps the original folder hierarchy visible to recipients
- Show Flat File List - Displays all files from the folders in a single consolidated list
The system will also display a message explaining that:
- Sharing folders creates a live link
- New and updated files are automatically included
Configure the Link
Add:
- A Title (internal tracking only)
- A Password (depending on portal configuration)
- An Expiration Date and Time
Important:
The password is never automatically transmitted by the system. You must share it separately with the recipient. Password, expiration date, and time may be configured as mandatory depending on your company policies.
Choose the Display Option
Show Folder Structure
Recipients will:
- Navigate folders and subfolders
- View content exactly as organized in the vault
Best for:
- Maintaining organization
- Complex document structures
- Long-term shared workspaces
Show Flat File List
Recipients will:
- See all files in a single list
- Not see folder organization
Best for:
- Simpler viewing experiences
- Smaller document sets
Copy & Share the Link
- Click Continue to generate the secure link.
- Copy and share the link using your preferred method of communication.
Important: If new files or folders are added later, recipients will automatically see them through the same link.
Option 2 – Sharing Individual File(s)
When selecting only files:
- The shared link contains only the selected files
- No future files will be automatically added
- Folder display options are not available
Select the File(s)
- Navigate to the vault and select one or multiple files.
- Right-click and choose Share Files via Link.
When only files are selected:
- The window will display the selected files
- The Folder Structure and Flat File List options will not appear
- The shared link remains static
Configure the Link
Add:
- Title
- Password
- Expiration Date and Time
Click Continue to generate the secure link.
Important Behaviour for File-Only Links - File-only links do NOT automatically update.
If additional files need to be shared later:
- The existing link must be edited manually, or
- A new secure link must be created
How to Manage and Edit a Shared Link
Navigate to the Shared tab inside the vault.
Locate the link under Shared Link.
You can:
- Edit the link
- Add or remove files
- Add or remove folders
- Modify expiration dates
- Delete the link completely
Changes are applied immediately.
How Recipients Access Shared Content
Recipients:
- Open the secure link
- Enter:
- First Name
- Last Name
- Email Address
- Enter the password for this link (if required)
Depending on the link configuration, recipients will see:
- The original folder structure, or
- A flat list of files
Opening and Downloading Files
Recipients can:
- Double-click files to preview them
- Use Open Document under the Actions menu
- Download original file formats (Word, Excel, PowerPoint, etc.)
Important: If downloading directly from the Adobe preview viewer, the file may download as a PDF instead of the original format.
Refreshing Dynamic Folder Links
If recipients already have the secure link open while new files or folders are added:
- They may need to refresh the page, or
- Close and reopen the secure link
This ensures the latest shared content is displayed.