Content Manager Shares Tab

The Content Manager Shares tab allows you to access all the shares for a piece of content from a single location. The Content Manager Shares tab is only visible on files, not folders, and sharing can be done from both the Content Manager List view and the Shares tab for a given file.

Sharing from Content Manager

Within Content Manager, you can share files with anonymous stakeholders.

When you share files from Content Manager, you can configure the scope of the link(s) within the share. The scope of the link defines how recipients can access the shared file.

Access Method

When sharing, you can specify how the user will be able to access your shared file.

• View in browser- The file will attempt to open itself in the user's browser if possible (e.g., PDF, image, etc.). The ability to open and edit files directly in the browser depends on the file type, the user's license, and the user's browser capabilities. For example, Microsoft Edge can open. DOCX files in the browser if the user has the license, while Google Chrome cannot. If the browser cannot open the file, it will be downloaded instead.

• Download- The file will be downloaded to the recipient's machine.

Access Time Frame

When you create a share, you have the option to set an expiration date for it. After this date, the links in the share will no longer be active. You do not have to set an expiration date, as we do support permanent hyperlinks with no expiration. Additionally, even if you make a permanent link, you can later delete the link, making the shared content unavailable as business needs change via the Shares tab for that item.

Procedures

Accessing the Shares Tab

1.

Select a file in the Content Manager List view.

2.

Select the ellipsis button.

3.

Select Details.

4.

Select the Shares tab.

The Shares tab displays for the selected file.

Deleting a Share

1.

In the Shares tab for the file, select the ellipsis button for the row.

2.

Select the Delete button.

Creating a Share Link

You can create a share link from the following two locations within the Content Manager.

• The Content Manager List view when viewing files

• The Shares tab for a given file

Below, we'll look at different ways to manage this from different locations and use cases.

Creating a Sharing Link from the Files List View

1.

In the Content Manager File List view, select the ellipsis button for the file you wish to share.

2.

Select Share.

3.

Configure your sharing link.

3.1.

Select View in browser if you want the user to be able to open the file in the browser.

3.2.

Select Download if you want the user to be able to download the file from the link.

3.3.

If you want the link to be permanent, select the Never button under Expiration Date.

3.4.

If you want the link to expire after a certain period, select the Custom button under Expiration Date and set the Date and Time Zone to use to execute the date.

4.

Select the Create button.

The Create Share dialog displays with your links ready to copy into other applications.

Creating a Sharing Link from the Content Manager Shares Tab

1.

From the Overview tab for the file, select Shares.

2.

Select the + Create button.

3.

Configure your sharing link.

3.1.

Select View in browser if you want the user to be able to open the file in the browser.

3.2.

Select Download if you want the user to be able to download the file from the link.

3.3.

If you want the link to be permanent, select the Never button under Expiration Date.

3.4.

If you want the link to expire after a certain period, select the Custom button under Expiration Date and set the Date and Time Zone to use to execute the date.

4.

Select Create.

The Create Share dialog displays with your links ready to copy into other applications. Each share access type has a separate link.

Shared Content Analytics

The Share Analytics functionality provides a comprehensive way to monitor and analyze interactions with shared content. It tracks recipient engagement through views and downloads, allowing users to see when and how often their content was accessed, including whether links were opened or downloaded.

Analytics are available for each file, providing details of all associated shares. Additionally, analysis is available for each particular share to understand its effectiveness.

Shared Content Analytics: Key Fields and Descriptions

Field	Description
Date Range Filter	Ensures that the analytics report only displays interactions or data within the selected timeframe.
Total Interactions	Displays the total number of views and downloads for the file across all shares.
File Views	Displays the number of times the file was viewed.
Downloads	Displays the number of times the file was downloaded.
Timestamp	Displays the time of each interaction.
Share Key	A unique identifier for each share.
Status	The current status of the share (active or expired).
Behavior	The type of interaction (view or download).
Export to CSV	Allows users to download analytics data for further analysis and reporting.

Accessing the Analytics Tab for a File

1.

Select a file in the Content Manager List view.

2.

Select the ellipsis button.

3.

Select Details.

4.

Select the Shares tab.

5.

Select the Analytics tab.

The Analytics tab for a file displays.

Accessing the Analytics Tab for a Share

1.

Select a file in the Content Manager List view.

2.

Select the ellipsis button.

3.

Select Details.

4.

Select the Shares tab.

5.

Select a share in the Shares List view.

6.

Select the ellipsis button.

7.

Select Analytics.

The Analytics tab of a share displays.