Drive lets you share a file or folder in two ways. Add specific teammates, or create a link that opens without a Luminous login. This article covers both. Use the link for people outside Luminous.

Before you start

  • You need permission to upload, organize and share in Drive. Your admin sets this in the role editor.
  • You must be able to edit the file or folder. If you can only view it, Share… is greyed out with the note "Only people who can edit this can share it."
  • My Files (your private space) can't be shared. Share a folder or file inside it instead.
  • Folders that Luminous manages, such as the order folders under Sales Orders and Purchase Orders, can only be shared by Drive managers.

Open the Share dialog

  1. Go to Drive and find the file or folder.
  2. Open its actions menu (or right-click it) and choose Share…. You can also select items and use Share in the selection bar.
  3. The dialog is titled with the item's name and has these sections: Who can see it, People, Anyone with the link, and, for images only, Public image URL.
  1. In the Anyone with the link section, optionally set Expires (optional). The date must be in the future.
  2. Click Create link. The link is created and copied to your clipboard. It also appears in a read-only box, and you can click Copy to copy it again. Clipboard copying can fail, so you can copy it from the box if so.
  3. Send the link to your recipient. They don't need a Luminous login.

What the link opens

  • A link to a file opens that file.
  • A link to a folder opens that folder and everything in it. Restricted sub-folders and files are not included. Share those directly with people instead.

Managing links

  • Each link shows when it expires (or "Never expires") and how many times it has been opened.
  • An expired link can no longer be copied or opened.
  • Click Turn off and confirm to stop a link working. Anyone who has it can no longer open it.
  • You can create more than one link for the same item.
  • If you move the item to Trash, its links are turned off. Restoring the item does not bring them back, so create a new link.

Treat a link like a password. Anyone who has it can open the item until it expires or you turn it off.

Share with teammates

Folders and files are open to everyone with Drive access by default. They can open whatever is in a folder they can reach. To limit who sees an item:

  1. Under Who can see it, choose Restricted. Only you, the people you add, and Drive managers can see it. For a folder, this covers everything inside it.
  2. Under People, type at least two letters of a name or email and pick the person.
  3. Choose Can view or Can edit for each person. Use the × button to remove someone.
  4. Click Save people. Nothing is saved until you do (the dialog shows "Unsaved changes").

Teammates find items shared with them under Shared with me in the Drive left-hand menu.

Only the item's creator or a Drive manager can switch an item between Restricted and open. If you can't, Luminous shows a message explaining why.

Images: public image URL

For an image file (JPEG, PNG, GIF or WebP), the dialog also has Turn on public image URL. This gives a permanent address for a storefront or marketplace listing. It always shows the newest version of the image. Click Turn off to stop it. Anywhere the URL is used will stop showing the image.