Sharing · Chapter 13

Sharing: vaults, single documents and links

nexpaper has three ways of sharing something with others, and each suits a different situation. A whole area you share as a vault with rights. A single document you give to a person who has an account already. And for somebody without an account, the tax adviser or the insurer, you create a link that expires by itself.

Sharing a vault

A vault is an area for documents, and whoever is a member of it sees everything in it. Shared vaults such as “Home” are created by the operator (“Create a shared vault”). How is in the chapter Inviting. Here it is about who may do what.

Right	What a person may do
Read	Look, search, download. They can also write notes.
Edit	Also upload, file, change fields, edit pages, move and put into the trash.
Manage	Also share, give rights, delete the vault.

A vault always has at least one person with “Manage”.

The Vaults page with the cards “My vault”, “Tom” (Tom's personal vault, readable for Lena), “Home” and “Holiday flat”, each with its members and their rights Read, Edit or Manage, below them “Shared with you one by one” and “Open links to the outside”. — The personal vault and “Home”, with the members' rights.

Open the page “Vaults”
In the sidebar. Each vault is a card with its name, the number of documents and its members.
Choose “Change access”
For a shared vault as its manager; for your own vault the dialog is called “Share my vault”. There each person stands with their right.
Add people and choose rights
Those who are not in yet appear with a plus below the list. A tap on one takes the person in with “Read”; the choice beside it changes the right. The cross takes somebody out.
“Save”
The message “Access saved.” confirms it. Whoever is taken out of a vault sees nothing there any more. Documents shared one by one stay visible to them.

Good to knowA personal vault stays closed without any action from you. nexpaper shows it to nobody, the operator included. But the files lie readable on the server, and whoever runs the server can see them there. More on the Security page.

Sharing a single document with one person

Sometimes somebody should see just one document, without the whole vault. Then you share it singly. The owner of the document may do that, and whoever manages the vault.

Open the document and press “Share”
The “Share” button belongs to the document, beside “Download” and “More”.
“With people here”
The dialog says who sees it in the vault already. There you choose a person under “Choose a person” and a “Right”, Read or Edit. Manage does not exist here.
“Share”
Afterwards the person stands in the list, and they find the document on the page “Vaults” under “Shared with you one by one”, with sender and date.

With “Stop sharing” you take the share back. If everybody else on the server can see the document already, because it lies in a shared vault, it says “Everybody here can see it already.”

Creating a link to the outside

For people without an account, the tax adviser, the insurer or the landlord for example. The link shows only this one document and expires by itself.

At the document “Share”, then on to “By link to the outside”
If it says “The operator has switched links to the outside off.”, the option is off. Then you ask the operator to switch it on under “Settings”, “Sharing”.
Fill it in
Under “For whom, e.g. tax office” you enter the recipient, so that you know later what the link was for. Under “Valid until” you choose a date; it may be no further away than the operator allows (30 days at most out of the box). With “Allow downloading” the recipient may take the file with them, otherwise they can only look at it.
“Create link”
nexpaper creates the link and copies it. You send it on, by mail for example. The address stays copyable for you later (“Copy the link for …”).

The share dialog of a document: on the left “With people here” with Tom and the right Read, on the right “By link to the outside” with a link already made and the fields “For whom”, “Valid until” and “Allow downloading”. — Sharing with people on the server and by link to the outside.

What the recipient sees

Whoever opens the link needs no account. They see who shared the document, the title, the sender, the pages as pictures and until when the link is valid. “Download” and “View in the browser” are there only if you allowed downloading. Otherwise it says “Shared for viewing only, without downloading.” A line at the bottom says that the sender sees when the link was opened and can revoke it at any time.

The page that someone without an account sees through the link: at the top “Lena has shared a document with you” and the date the link is valid until, below it the title and sender, the button “Download” and the page as a picture. — What the recipient without an account sees.

Keeping track and revoking

At the document, beside the link, it says “until … · opened N×”. Opening is also noted in the document's history, at most once every ten minutes per link.
On the page “Vaults” you find all your links at a glance under “Open links to the outside”. There and at the document “Revoke” withdraws a link. Whoever opens it afterwards reads “This link no longer works”.
The operator sees all open links under “Settings”, “Sharing”, “Open right now”, and can switch links to the outside off altogether. Then all of them stop working at once.
A link also ends by itself when the document lies in the trash or when the person who created it may no longer share, because they were taken out of the vault or blocked, for instance. A document can have up to 20 links.

Good to knowWhoever has the link gets to the document. So send it only to the person it is meant for, and rather create a link of its own for each recipient. Then you see who opened it and can revoke one alone. For a whole year of papers for the tax adviser there is a way of its own, the export.