This User Guide will help you understand the purpose of using Trusted Shares and provide step-by-step instructions on how to access and collaborate within them.
What is a Trusted Share?
A Trusted Share, also referred to as a Secure Mail or Secure Message, or External Share, is a secure online environment provided by eSHARE to help organizations collaborate safely with external parties such as customers, business partners, vendors, and consultants. It enables the secure delivery and exchange of files and documents, ensuring sensitive information is shared with the intended recipients in a controlled and protected manner.
How to access a Trusted Share for the first time
Receiving an Invitation
As an external recipient, you will receive an email from your business partner or vendor inviting you to access the files. This email will contain a link or button to access the Trusted Share.
Click on Open or View Message on your email to access the files
Opening the External Share
Click the Open button in the email invitation. This will open your web browser and either take you directly to the shared files or to a page where you can sign in or register. If you do not already have an account, you will be automatically prompted to create one. Then, verify your new account by opening the link found in the verification email.
Note: If you are a Google, Microsoft, Yahoo or AOL email user, you do not need to create an account or enter a password. Simply enter your email address and select Log in with Google/Microsoft/Yahoo to proceed.
Once registered and verified, you can access the External Share from a simple URL. Bookmark or save this URL for easy access.
Note: No Microsoft Office license is required for External Share participants.
Using a Trusted Share
Options within a Trusted Share
Once inside, you can collaborate securely by uploading, downloading, and editing documents, creating new documents, and inviting others to the Trusted Share, depending on the security policies set by the share owners. For more information, please click here.
For detailed steps, please refer to this article: Managing and Using a Trusted Share.
Expiration of External Shares
Trusted Shares typically have an expiration date for added security. If you attempt to access an expired share, you will see an option to request an extension of your access. Once you request an extension, the owner of the Share will receive an email notification and can grant or deny your request. If they decide to accept your request, you will receive an email notification informing that your request has been approved, allowing you to access the share again.
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FAQ
What is an External Share?
An External Share is a secure online environment set up by an organization to collaborate with external parties such as business partners, vendors, consultants, clients, or customers.
How do I access an External Share?
You can access an External Share by clicking the 'Open' button in the email invitation you receive from your business partner.
Do I need a Microsoft Office license to participate in an External Share?
No, a Microsoft Office license is not required for External Share participants.
What should I do if I haven't created an account for External Shares?
If you haven't created an account, you can register by selecting 'Sign Up' and filling out the registration form, then verify your account via the link in the verification email.
Can I view multiple External Shares at once?
Yes, the Guest Page will provide a list of all External Shares sent to you by Company business partners, allowing you to access multiple shares from the same URL.
What can I do within an External Share?
Within an External Share, you can upload, download, and edit documents, create new documents, and invite others, depending on the security policies set by Company administrators.
What happens if an External Share expires?
If an External Share expires, you will see an option to request an extension of your access, which the owner of the Share can grant or deny.
Is it possible to request an extension for an expired External Share?
Yes, you can request an extension for an expired External Share, and the owner will receive an email notification regarding your request.