This User Guide will help you understand the purpose of using External Shares and provide step-by-step instructions on how to access and collaborate within them.
What is an External Share?
An External Share, also known as a private virtual data room or Trusted 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. We have partnered with eShare to ensure a secure and efficient collaboration space.
Accessing an External Share
Receiving an Invitation
As an external recipient, you will receive an email from your business partner inviting you to an External Share. This email will contain a link or button to access the External Share.
Opening the External Share
Click the "Open" button in the email invitation. This will launch your web browser and either take you directly to the External Share, or to a page where you can login or register an account.
Registering for External Shares
If you haven't created an account, you can register by selecting “Sign Up” and filling out the registration from. Then, verify your new account by opening the link found in the verification email.
Bookmarking the URL
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 an External Share
Viewing Multiple External Shares
The Guest Page will provide a list of all External Shares sent to you by Company business partners. If invited to multiple External Shares, you can access all of them from the same URL.
Collaborating within the External Share
Once inside, you can collaborate securely by uploading, downloading, and editing documents, creating new documents, and inviting others to the External Share, depending on the security policies set by Company administrators.
Expiration of External Shares
External 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.
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.