Controlled Sharing
Last updated
Last updated
The Controlled Sharing feature in FilesWorkflow allows you to securely share your private workflows with others by generating unique links. These links can be customized to specify expiration dates and limits on the number of runs, giving you full control over access to your workflows.
Customizable Links: Generate specific links for your private workflows.
Expiration Dates: Set an expiration date for the link, after which it will no longer grant access.
Run Limits: Specify the maximum number of times the workflow can be executed using the link.
Flexible Conditions: You can set both expiration dates and run limits, either one, or none at all.
Editable Links: All generated links can be edited to modify conditions, allowing you to make the link unusable or keep it active under new parameters.
Both Expiration and Run Limits: You can specify both an expiration date and a run limit. In this case, the link will only be valid if both conditions are met. For example, if the link is set to expire on a specific date and has a limit of 5 runs, it will only work until the date expires and only if the workflow has not been run more than 5 times.
Expiration Date Only: If you choose to set only an expiration date, the link will remain valid until the specified date, regardless of how many times the workflow has been run.
Run Limit Only: If you specify only a run limit, the link will remain valid indefinitely until the specified number of runs has been reached.
No Restrictions: If you do not specify either an expiration date or a run limit, the generated link will have no access restrictions. It will remain valid until you decide to modify or delete the link.
Editable Links: All generated links can be edited after creation. You can change the expiration date, adjust the run limit, or even make the link unusable by setting it to expire immediately or reducing the run limit to zero.
Create or Open a Private Workflow: Start by creating a new private workflow or opening an existing one.
Access the Controlled Sharing Feature: Look for the Controlled Sharing option in the workflow settings.
Generate a Link:
Choose whether to set an expiration date, a run limit, both, or neither.
If setting an expiration date, select the desired date from the calendar.
If setting a run limit, enter the maximum number of runs allowed.
Copy the Link: Once you’ve configured the settings, click on Generate Link. Copy the generated link to share it with others.
Manage Links: You can modify or delete generated links at any time to change access permissions. To edit a link, navigate to the Sharing History section, select the link you want to edit, and adjust the conditions as needed.
Scenario 1: You generate a link that expires in 7 days and allows 10 runs. The link will be valid for 7 days and can be used up to 10 times.
Scenario 2: You create a link that has no expiration date but allows only 3 runs. The link will remain valid until it has been used 3 times.
Scenario 3: You generate a link with no restrictions. Anyone with the link can access the workflow indefinitely until you modify or delete the link.
Scenario 4: After sharing a link, you realize you want to limit access. You can edit the link to set an expiration date or reduce the number of allowed runs, effectively controlling its usage.
The Controlled Sharing feature enhances collaboration while maintaining the security of your private workflows. By allowing you to customize access through expiration dates and run limits, and providing the ability to edit links after creation, you can share your workflows confidently and flexibly.
