Sharing files

Sometimes the people who need a drawing, a photo or a quote are not on the project team. A supplier, a building inspector, a client’s partner. Wyroo lets you share a single file, or a whole folder, with people outside the project through a secure link, without giving them an account or access to the rest of the project.

This is part of the project files area, which may still be a preview on your account or not yet switched on. If you do not see a share option, it is on its way.

What you can do here

A share gives someone outside the project a safe way to view and download one file or one folder. They cannot see anything else in the project, and they cannot change the file. You stay in control of the link the whole time.

There are two ways to share, and you can use both at once:

• Invite people by email. This is the main way. You type one or more email addresses and Wyroo sends each person their own private link. You can see who opened it and who downloaded the file. This is the safest choice, because the link is tied to that person.
• Turn on a public link. This is optional. It creates one link that anyone who has it can open, with no invite needed. Useful when you want to paste a link into a chat or a message thread, but less private, because anyone the link is forwarded to can also open it.

When you share a folder, the person can open the folder, step into subfolders inside it, and download files. They can never step “up” or out of the folder you shared, so the rest of the project stays private.

How to share with specific people

1. Open the Files area of your project.
2. Find the file or folder you want to share. Select the Share action on its row (the share icon).
3. In the dialog, type one or more email addresses in the invite box. You can paste several at once, separated by spaces or commas.
4. Optionally, add a short message so the person knows what they are receiving.
5. Select Send invites. Each person gets a branded email with their own personal link.

Once invited, each person appears in a list inside the dialog. You can see whether they have opened the file yet and how many times they downloaded it. From that list you can Send again (resend the email) or Remove someone, which cuts off just that person’s link.

How to create a public link

1. Open the share dialog for the file or folder, as above.
2. Turn on Anyone with the link can open.
3. A link appears. Select the copy icon to copy it, then paste it wherever you need.

Turning this off again makes the share invite-only, so the public link stops working while your invited people keep theirs.

Keeping a share secure

The share dialog gives you a few controls. They apply to everyone you share with.

• Expiry. By default a share stops working after 30 days. You can choose 7, 30 or 90 days, or “No expiry”. A shorter time is safer for sensitive files.
• Password. You can set an optional password. The person then has to type it before they can view or download. The password is stored safely (it is never shown back to you), so share it with the recipient through a separate channel, like a phone call or a message.
• Confirm their email. When this is on, an invited person is asked to confirm the email address you sent the link to before they can view the file. This makes a forwarded link far less useful to anyone else.
• Revoke. At any time you can select Revoke to switch the whole share off. Every link, public and personal, stops working at once. If you share the same file again later, Wyroo creates a fresh link, so an old, revoked link can never come back to life.

Tip: For anything sensitive, combine a short expiry with a password and “Confirm their email”. Each layer is easy to add and they stack.

Good to know

• A shared file always shows the latest version. If you upload a new version, the same link keeps working and shows the new file.
• Each file or folder has one active share link at a time. Re-sharing replaces the previous one.
• Recipients can only view and download, never edit, and they never see the rest of your project.
• A share-state chip appears on the file’s row in the library, so you can tell at a glance what is shared and until when.