Share files

Documents shares files three ways: inside the team through a folder's access group, outside the workspace through a secure portal link, and against a record by attaching the file to the work it belongs to. There is no per-file "share with this person" dialog. Who reaches a file follows the folder it sits in.

Share inside your team

To give someone on your team a folder's files, add them to the folder's access group. A member of the group reads the folder's files; the group's Create, Write, and Delete checkboxes decide whether they can also add, edit, or remove files. Access lives on the folder, so every file you drop in follows the same rule, and subfolders inherit it. Folders & access covers setting a group up.

Share with someone outside the workspace

Send a file or a folder to a client, a vendor, or anyone without a workspace account through a secure portal link.

  1. Select the file or folder in Documents.
  2. Run the Share action.
  3. Add the email addresses of the people who should reach it.
  4. Send. The platform emails each recipient a link carrying a private access token.

A link on a folder covers everything beneath it, so one share opens a whole subtree. Recipients open the link in a browser, then browse and download what you shared without signing in to your workspace. Sharing is a manager task: only a Documents manager can use the Share action, so ask one to send the link if you don't hold the role.

Share into the client portal

Clients who already sign in to your client portal can reach Documents there too. Add the portal group to a folder's access group, and the folder's files show up under Documents in the portal, at /my/dms, alongside anything you sent by share link. This suits an ongoing relationship where a client returns to the same files, rather than a one-time hand-off.

Attach a file to a record

Attach a file to the record it belongs to. Drop a contract onto its deal or an invoice onto its order, and the file lives in that record's chatter, where anyone working the record finds it. To point at a file that already lives elsewhere instead of uploading a copy, use Add URL in the chatter and paste the link; it shows as a chip that opens in a new tab.

Download several files at once

Every file has a one-click Download. To take several at once, open a record's attachment list, select the files, and choose Actions → Download; the platform bundles them into a single attachments.zip. There is no "download a folder as a ZIP" button in Documents itself. The ZIP action lives on a record's attachment list.

Last reviewed: 2026-07-21

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