How to Manage Secure File Sharing, Expiration, and Cloud Storage
Question details
Understand how file sharing mechanisms work regarding recipient downloads, shared link expiration, and cloud file deletion.
- Product
- WPS Cloud and Document Services
- Device & OS
- not provided
- Scenario
- Sharing sensitive or temporary documents via online services and wanting to retain control over file access.
- Observed behavior
- Seeking clear guidelines on how to revoke shared links, control downloaded copies, and permanently remove files from cloud storage.
Ensure you are logged into your cloud document account and have the necessary ownership permissions to modify sharing settings for the specific file.
Configure Link Expiration and Revoke Access
Use the sharing settings of your document service to set an expiration date or manually revoke access to a shared link.
Setting an expiration date automatically invalidates the sharing link after a specific period. You can also manually cancel sharing at any time if you need to revoke access immediately.
Locate the shared file in your cloud drive, right-click on it, and select 'Share' or 'Sharing Settings'.
Look for the link validity options and choose a predefined expiration period (e.g., 7 days, 30 days) or set a custom date.
If you need to revoke access instantly, look for the 'Cancel Sharing' or 'Stop Sharing' button within the same permission menu.
Delete the File from Cloud Storage
Permanently remove the original file from your cloud account to ensure the cloud copy is completely inaccessible.
Securely Share and Manage Files with WPS Office
WPS Office offers robust cloud sharing features, allowing you to easily generate sharing links, set precise expiration limits, and control download permissions to keep your documents completely secure.
- 1. Open the Sharing Menu: Open your document in WPS Office and click the 'Share' button in the top right corner.
- 2. Configure Permissions: Select who can access the file and decide whether recipients have view-only or editing privileges.
- 3. Set Expiration and Restrictions: Navigate to 'Advanced Settings' to configure the link's validity period and restrict downloading or printing.
- 4. Create and Share Link: Click 'Create Link' to generate your secure URL, then copy and share it with your intended recipients.
- 5. Manage Active Links: To revoke access later, open your WPS Cloud dashboard, go to 'Shared by me', and cancel the link.
Frequently Asked Questions
Can I prevent recipients from downloading my shared file?
Yes, many cloud document services, including WPS Office, allow you to configure 'View Only' permissions and specifically disable the ability to download, print, or copy the file's contents.
What happens to the shared link if I delete the file from my cloud storage?
If you delete the original file from your cloud storage, the shared link will immediately break and become invalid. Recipients clicking the link will see an error or a 'File Not Found' message.
Does setting an expiration date delete the file from my cloud?
No, an expiration date only invalidates the sharing link after the specified time. The original file remains completely safe and accessible within your personal cloud storage.
Can I revoke a recipient's access before the expiration date?
Yes, you can manually cancel or revoke the sharing link at any time through your cloud drive's sharing management settings, cutting off access instantly regardless of the scheduled expiration date.
