Sharing with someone outside your organisation

A client, your accountant or a volunteer doesn't have an account in your WebOké Nextcloud. Even so, you can still work together. There are two ways to do this.

Method 1: a public link (most common)

Create a public link as described in Creating a public link (view or edit), preferably add a password and expiry date (Password and expiration date on a link), and send the link to the recipient. If the recipient is allowed to make changes, choose Can edit.

The recipient clicks the link and the document opens in Euro-Office in the browser. No account or program is needed. If the link has a password, the recipient enters it first. Euro-Office then asks for a name (1). That name appears with the changes, comments and in the chat. If the recipient doesn't fill anything in, they appear as Guest.

Are you in the document at the same time? Then you work together just as you would with a colleague: you see each other's changes instantly (see Working on a document at the same time).

Method 2: sharing via External shares

In the field under External shares in the sharing sidebar, type an email address (1) and select the address with the envelope icon from the list (2). Just as with a colleague, choose what the other person is allowed to do and click Save share. Your WebOké Nextcloud creates a personal link for that person and sends it by email. This way, you can see exactly who you've shared the file with in the sharing sidebar, and you can unshare it for each person individually.

Does the other person also use Nextcloud, for example at a different company? Then type their federated Cloud ID, which looks like name@cloud.example.com. The file then simply appears in the other person's Nextcloud.

Sharing safely with people outside your organisation

• Only grant editing rights if it's genuinely needed. For reading along, View only is enough.
• Add a password and an expiry date to the link (Password and expiration date on a link).
• Share the file itself rather than an entire folder, unless the other person really needs to see everything in that folder.
• Use a watermark if the document is confidential (Using a watermark).
• Finished? Choose Unshare from the link's menu.

Tip: everything stays in your own WebOké Nextcloud, in Europe. You're not sending copies around, so you always know which version is the latest.