Not everyone who needs a file has to get an account. With Delen via link (Share via link) you send a selection of project files to one or more email addresses. The recipient opens a download page without logging in. You decide how long the link works and whether it has a password. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Who can share
You need the Bestanden delen via een link (Share files via a link) permission. By default the roles admin and tekenaar (draughtsman) have that permission.
Sharing files
- Open the project and go to the Documenten (Documents) tab.
- In the Bestanden (Files) list, tick the files you want to share.
- Choose Delen via link from the bulk actions.
- Fill in the Bestanden delen (Share files) window and click Delen en versturen (Share and send).
The current version of each selected file is shared. After sending, Beamcore shows the link in a notification, so you can also copy it yourself.
The fields in the window
- Ontvangers (e-mail) (Recipients (email)): required. You can enter several email addresses. Each address gets its own email with the same link.
- Bericht (optioneel) (Message (optional)): an explanation of at most 2000 characters. It appears in the email and on the download page.
- Geldig (dagen) (Valid (days)): 30 days by default. At least 1 and at most 365 days.
- Wachtwoord (optioneel) (Password (optional)): if you enter something, the recipient has to enter that password before they see the files. Beamcore does not include the password in the email. Pass it on yourself, preferably by another route.
- Losse bestanden toevoegen (niet in Beamcore) (Add separate files (not in Beamcore)): files from your computer that you want to send along without storing them in the project. At most 20 files of no more than 1 GB each.
What the recipient sees
The recipient gets an email with a subject saying that your company has shared files. The email contains the number of files, your message, the date until which the link is valid and the Bestanden bekijken en downloaden (View and download files) button.
On the Gedeelde bestanden (Shared files) page your company's logo or name is at the top. Below that:
- your message, if you included one;
- the Download alles (zip) (Download all (zip)) button;
- the files with their size and a Download link per file;
- the date until which the link is valid.
If there is a password on it, the recipient first sees the Wachtwoord vereist (Password required) screen with the Ontgrendelen (Unlock) button. With a wrong password, a message appears saying the password is incorrect.
If the link has expired or been revoked, the recipient sees the Link verlopen (Link expired) page with the request to ask the sender for a new link. Downloading is then no longer possible.
Managing shared links
On the same Documenten tab is the Gedeelde links (Shared links) list. Every send is listed there with the date, the sender, the recipients, the message, the number of files, the expiry date, the number of downloads and the status: Actief (Active), Verlopen (Expired) or Ingetrokken (Revoked).
- Bekijken (View): opens all details of the send, including the file names and the link.
- Kopieer link (Copy link): shows the link in a notification, so you can forward it again.
- Intrekken (Revoke): makes an active link unusable immediately. You confirm this first.
With only the permission to share, you see your own sends here. With the Gedeelde links beheren/intrekken (Manage/revoke shared links) permission you see those of all colleagues. By default the admin role has that permission.
Good to know
You cannot reactivate a revoked or expired link. Share the files again in that case. If you want someone to follow a project on an ongoing basis, give them an account and link them to the project. See Linking customers and contractors to a project.