Public Sharing Guide
Overview
One of the most powerful features of your Clearbox Suite is the ability to share your work with clients, partners, or vendors without having to send bulky email attachments.
By using Public Sharing Links, you give others access to a "live" version of your document. This means that if you make an update to the file, the recipient will automatically see the most recent version the next time they click the link.
1. How to Generate a Public Link
You can turn any document into a shareable link in just a few clicks:
- Open your document (Doc, Spreadsheet, or Presentation) in the Clearbox Web App.
- Click the "Share" Button located in the top right corner of the screen.
- Toggle "Public Access" to ON. By default, documents are private and can only be seen by you.
- Copy the Link: Once activated, a unique web address will be generated. You can copy this link and paste it into an email, a text message, or a calendar invite.
2. Choosing the Right Access Level
When you share a link, you control what the recipient can do with your file. Clearbox offers three levels of access:
- View Only (Recommended for Clients): The recipient can read the document but cannot change any text or leave comments. This is perfect for sending invoices, brochures, or finalized reports.
- Commenter: The recipient can read the document and leave "digital sticky notes" (comments) in the margins, but they cannot change your actual work. This is ideal for gathering feedback on a draft.
- Editor: The recipient has full control to change text, delete items, and format the document. Warning: Only use this for trusted partners, as their changes will be saved permanently.
3. Managing and Revoking Access
Security is a priority at Clearbox. You are always in control of who has access to your business data.
- Stopping Access: If you no longer want a link to work, simply go back to the Share menu and toggle "Public Access" to OFF. The link will instantly stop working for everyone who has it.
- Link Expiry: For sensitive documents, you can set an "Expiry Date." After this date, the link will automatically deactivate itself.
- Seeing Who Has the Link: Your dashboard provides a "Shared Files" overview where you can see every document that currently has an active public link.
4. Internal Sharing vs. Public Sharing
It is important to understand the difference between these two methods:
| Feature | Internal Sharing | Public Sharing |
|---|---|---|
| Who can see it? | Only people inside your company. | Anyone with the link. |
| Login Required? | Yes, they must log in to Clearbox. | No login required. |
| Best For: | Daily teamwork and private data. | Clients, vendors, and outsiders. |
5. Pro-Tips for Professional Sharing
- No Login Needed: Your clients do not need a Clearbox account to view a public link. They can open it in any web browser on their phone or computer.
- Mobile-Friendly: Clearbox automatically formats shared documents for mobile screens, ensuring your clients have a professional viewing experience even on the go.
- Password Protection: For an extra layer of security, you can add a password to your link. You then provide the password to your client separately.
Need Help Sharing a File?
If you are having trouble generating a link or want to verify that your document is secure, our support team is available 24/7 to perform a security check for you.