File Sharing
The File Sharing system allows secure collaboration by enabling users to share files and folders with specific individuals, teams, or external users. With granular permission controls and sharing options, it facilitates efficient teamwork while maintaining security.
Key Capabilities
Permission Controls
Fine-grained access levels from view-only to full control
Internal Sharing
Share with individuals, groups, and teams within your organization
External Sharing
Securely share with collaborators outside your organization
Sharing Links
Generate secure links with optional passwords and expiration dates
Access Expiration
Set time-limited access with automatic permission removal
Audit & Oversight
Track sharing activities and monitor access to sensitive content
Sharing Permissions
The Drive module offers multiple permission levels to control how recipients can interact with shared content:
[Permission Model Diagram]
Permission Levels
- Viewer: Can view and download files but cannot make changes
- View file contents and metadata
- Download files
- See file history and versions
- Commenter: Can view, download, and add comments to files
- All Viewer permissions
- Add comments and annotations
- Reply to existing comments
- Editor: Can modify files but cannot change sharing settings
- All Commenter permissions
- Edit file contents
- Upload new versions
- Move files within shared folders
- Manager: Can edit files and manage sharing settings
- All Editor permissions
- Share with additional users
- Modify existing permissions
- Create subfolders in shared folders
- Owner: Full control over the content
- All Manager permissions
- Transfer ownership
- Delete content permanently
- Revoke all shared access
Permission Restrictions
Optional restrictions that can be applied to shared content:
- Prevent Download: Allow viewing but disable downloading
- Prevent Printing: Disable print functionality
- Block Copying: Prevent copy/paste of content
- Prevent Resharing: Recipients cannot share with others
- Watermarking: Apply dynamic watermarks with viewer information
- View-only Mode: Force document preview without download access
Internal Sharing
Share files and folders with users and groups within your organization:
Sharing with Users
- Direct User Sharing: Share with specific individuals by name or email
- Multiple Recipients: Share with several users simultaneously
- Notification Options: Control how recipients are notified
- Custom Messages: Add personalized notes when sharing
- Permission Customization: Set different access levels for each recipient
Sharing with Groups
- Department Sharing: Share with entire departments
- Team Sharing: Share with defined teams
- Security Groups: Share with custom security groups
- Dynamic Groups: Share with role-based or attribute-based groups
- Group Inheritance: New group users automatically gain access
Collaborative Workspaces
- Shared Drives: Team-owned spaces for collaborative content
- Project Spaces: Dedicated areas for project collaboration
- Department Libraries: Centralized content for departments
- Public Folders: Organization-wide accessible content
- Shared Collections: Curated sets of content from various sources
Notifications & Discovery
- Sharing Notifications: Email and in-app alerts about shared content
- Activity Feed: Recent sharing activity summaries
- Shared with Me: Dedicated view of content shared with the user
- Suggested Content: AI-powered content recommendations
- Search Integration: Find shared content across the platform
External Sharing
Securely share content with partners, clients, and other external collaborators:
[External Sharing Security Model]
External User Access
Share directly with external users:
- Email-Based Sharing: Share with any email address
- Guest Accounts: Limited accounts for external collaborators
- Identity Verification: Email verification or multi-factor authentication
- Access Limitations: Restricted capabilities for external users
- External Domains: Allow or block specific email domains
Sharing Links
Generate secure links for external sharing:
- Public Links: Anyone with the link can access (configurable)
- Password Protection: Require password to access shared content
- Expiration Settings: Links automatically expire after a set period
- View Limits: Restrict number of times a link can be accessed
- Access Logging: Track when and how links are used
- Link Revocation: Disable links before their expiration
Security Controls
Enhanced security for external sharing:
- Data Loss Prevention: Content scanning before external sharing
- Sensitive Information Detection: Identify and protect confidential data
- Geographic Restrictions: Limit access to specific countries or regions
- Network Restrictions: Limit access to specific IP ranges
- Device Validation: Restrict access to approved devices
- Access Reviews: Periodic review of external sharing permissions
Sharing Management
Tools and features for managing shared content:
Access Controls
- Permission View: See all users with access to content
- Permission Editing: Modify access levels for recipients
- Revoke Access: Remove sharing permissions
- Ownership Transfer: Change the owner of shared content
- Inheritance Management: Control how permissions flow to subfolders
Collaboration Features
- Comments & Annotations: Contextual feedback on files
- Co-editing: Simultaneous document editing
- Version Control: Track changes across multiple editors
- Activity Feed: See recent actions on shared content
- Notification Controls: Configure alerts for collaborative activity
Administrative Tools
- Sharing Policies: Organization-wide sharing rules
- Default Permissions: Preset sharing levels for content types
- Sharing Reports: Analyze sharing patterns and risks
- Bulk Permission Updates: Modify access across multiple items
- Sharing Templates: Predefined sharing configurations
Access Lifecycle
- Temporary Access: Time-limited sharing permissions
- Scheduled Reviews: Periodic access validation
- Automatic Expiration: Permissions expire after set criteria
- User Offboarding: Handle access when users leave
- Access Certification: Formal review and approval of permissions
Sharing Analytics & Reporting
Understanding and monitoring sharing activity across the organization:
Sharing Reports
Comprehensive reports on sharing activities:
- External Sharing Summary: Overview of content shared outside the organization
- User Sharing Activity: Reports on sharing activity by user
- Content Exposure: Identify broadly shared or public content
- Permission Distribution: Analysis of permission levels across shared content
- Sensitive Content Sharing: Monitor sharing of confidential information
- Link Usage: Track how sharing links are being used
Monitoring & Alerts
Proactive monitoring of sharing activities:
- Sharing Alert Rules: Create custom alerts for specific sharing patterns
- Unusual Activity Detection: AI-powered identification of anomalous sharing
- High-Risk Sharing Notifications: Alerts for potentially risky sharing actions
- Real-time Monitoring: Dashboard for current sharing status
- Compliance Violations: Identify sharing that violates policies
- Access Review Reminders: Notifications for scheduled permission reviews
Integration with Other Modules
The File Sharing system integrates with other components of the Datar Platform:
User Management
Sharing permissions are based on user identity, roles, and team memberships
Projects
Project team members automatically receive appropriate access to project files
Security & Compliance
Sharing activities are logged for audit and compliance purposes
Workflows
Automated sharing based on workflow stages and document status