Who can manage share links?
👨👩👧👦 Supported on any Air plan for basic link creation
✏️ Anyone who has edit access to the workspace, library, or board can manage share links
🔐 Quick tip!
Additional share link settings are available with Air's Pro and Enterprise subscriptions. Learn more about our pricing plans. Upgrade your workspace to unlock these features.
A share link is a URL generated with customizable permissions. It gives anyone with the link access to a specific board or asset without needing to be part of your workspace. The visitor will only have access to the board or asset to which you have provided the share link and cannot access the rest of your workspace unless they are logged in with a workspace role.
Share links are completely free to use and easy to share with clients, internal teammates, links for social media or websites, and much more. We've designed share links to be an easy and visually elegant way to provide your clients with a portfolio-like experience.
From thumbnail or workspace sidebar
Create a share link from any item thumbnail or the workspace sidebar with a simple hover. From the edit menu you can choose to 'Share a link'. Here, a unique URL generates to copy and share with anyone you'd like to have access to this content.
From board or asset view
Create a share link from an asset or the main view of a board, sub-board, asset or file in the upper right corner using the Share button. From the edit menu you can choose to 'Share a link'. Here, a unique URL generates to copy and share with anyone you'd like to have access to this content.
Share link creators receive notifications about activity that happens within the share link. Read more about share link notifications here.
From share a link modal
Link
Once your share link is generated, copy the link and paste anywhere to share with anyone, toggle to disable it if it's no longer needed, toggle to allow downloads of the content being shared, and regenerate your link when you need a quick way to secure your content for a batch of link visitors.
Settings
Settings allows users to select which permissions they'd like to enable for a share link. From here toggle access to all versions of any asset or file contained.
Pro and Enterprise Settings
Commenting
Enable viewing and posting comments right from share links. Visitors can provide feedback using all of Air's commenting functions including annotations and time stamps.
To post a comment on an asset or file, the user must have an Air login account registered with their email. They do not need access to your workspace to see share links. Users will be prompted to sign up when attempting to comment.
Custom Fields
View and/or change custom field entries. No invite is needed to get content organized and updated to the latest status or applied with a speedy approval.
To change a custom field on an asset or file, the user must have an Air login account registered with their email. They do not need access to your workspace to see share links. Users will be prompted to sign up when attempting to change the custom field.
Passcode Protection
Protect links with a custom passcode that must be entered before viewing the link. This passcode can be changed or removed by any Admins or Editors of a workspace.
Expiration Dates
Expiration dates for share links expire at 11:59:59 PM on the date selected, in the timezone you set it in. It will no longer be accessible to anyone who tries to visit that page until the expiration date is updated or removed.
Custom share link defaults (Enterprise)
You can choose which settings appear toggle on/off by default on every new share link across your workspace - making it faster and easier to get content out the door.
From account notifications
If you create or re-generate a share link URL, you can receive notifications when a user downloads boards or assets from the link.
Share link creators and editors can choose to require that the link visitors must leave their name and email before viewing the link. This triggers notifications about share link views, uploads, and downloads that have information about who took the action, rather than displaying as anonymous views. Share link visitors that leave their name and email are called Anonymous accounts – this is not a full account and does not count toward your workspace subscription.
If the name/email requirement is NOT toggled, share link visitors who want to comment or change a custom field must still complete this form to do so. The form will appear when attempting to take these actions
An anonymous account user is not able to “log out” from the link. If you wish to use a different email or name, you will need to clear your browser cache before opening the link again or open the link in a different browser
An anonymous account can use the same email as a Full Account. We do not restrict this but the name/email form prompts existing users to sign in to their account if they already have one, to help avoid this situation
The name/email form includes Invisible ReCaptcha protection to recognize any robots attempting to complete the form. Users will not be asked to complete a human identification task unless the ReCaptcha detects patterns that indicate they might be a robot
The anonymous account will be recognized for 7 days by their browser cache
🔼 Share links do not include the capability to upload content. Content Collection forms can be generated to work in tandem with non-users who access your boards via share link and also need to upload.
Asset share link retention
Creating a share link at the asset level will only share the specific version of the asset. If a more recent version of an asset is uploaded, it will be visible in the version taskbar at the bottom of the browser. Generating a share link from the asset level will still link to the asset even if it is removed from its location in a board and remains in the workspace.
Share link permission sub-board inheritance
Air features share link permission inheritance to generate duplicated permissions for sub-boards. If you set permissions on a board share link, any links generated for sub-boards within the board afterward will automatically reflect the parent board’s settings.
Currently, this only works for URLs generated after the parent board URL was created. Existing share link permissions will not change if a parent board's settings are edited.