1. Can documents be shared outside your organization?
- By default, documents within your organization can be shared outside your organization (that is, people outside your Organization can be added as Collaborators). To change this, see section 3.
- By default, only people with Manage permission for a document can share it outside your organization. To change this, see section 4.
- If the behavior does not match the descriptions above, an Admin may have changed the configuration. See section 2.
2. Why can’t I add people outside my organization as Collaborators?
1) The document is configured to disallow sharing outside your organization
- People with Manage permission for a document can disable sharing outside your organization. When disabled, no one can add people outside your organization as Collaborators on that document.
2) The parent document is configured to disallow sharing outside your organization
- If the parent document is configured to disallow sharing outside your organization, the document itself is also disallowed by default.
3) The Knowledge Base containing the document is configured to disallow sharing outside your organization
- A Knowledge Base Admin can choose whether to allow documents to be shared outside your organization under the Knowledge Base’s “Security settings.” When disabled, no one can add people outside your organization as Collaborators on documents in that Knowledge Base.
4) The organization admin console is configured to disallow sharing outside your organization
- An Organization Admin can choose whether to allow documents to be shared outside your organization from the admin console. When disabled, no one can add people outside your organization as Collaborators on any document in your organization.
- If sharing is disallowed but the Super Admin is allowed to share with anyone, only the Super Admin can add people outside your organization as Collaborators.
5) Sharing outside your organization is allowed, but I still can’t perform the action
- Even when sharing outside your organization is allowed, additional restrictions may apply: 1) Only users with Manage permission can share the document outside your organization. If this option is selected, users without Manage permission cannot add people outside your organization as Collaborators. 2) Only users within your organization can add Collaborators. If this option is selected and there are Collaborators from outside your organization, those external Collaborators cannot add additional Collaborators.
3. How to disallow sharing documents outside your organization
1) Disallow sharing for a single document
- Users with Manage permission can access “Permission settings” from the Share panel.
- Open “Permission settings” and change the “External sharing” option. Turn it off to disable.
- Once disabled, no one can add people outside your organization as Collaborators on the document.
- Once disabled, sub-documents of this document also cannot be shared outside your organization.
2) Disallow sharing for all documents in a Knowledge Base
- A Knowledge Base Admin can choose whether to allow documents to be shared outside your organization under the Knowledge Base’s “Security settings.”
- When disabled, no one can add people outside your organization as Collaborators on any document in that Knowledge Base.
3) Disallow sharing for all documents in your organization
- An Organization Admin can choose whether to allow documents to be shared outside your organization from the admin console. When disabled, no one can add people outside your organization as Collaborators on any documents in any Knowledge Base or in any employee’s “My Docs.” (This setting also applies to Quick Meeting and Quick Notes within your organization.)
- When disabling external sharing in the admin console, you can also select “Super Admin can share with anyone.” If selected, only the Super Admin can add people outside your organization as Collaborators on any document in your organization.
4. Allow only certain users to share documents outside your organization
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When sharing outside your organization is allowed, you can add the following restrictions:
- Only users with Manage permission can share documents outside your organization: If selected, when adding Collaborators to a file, users without Manage permission can only add users within your organization. Only users with Manage permission can add people outside your organization.
- Only users within your organization can add Collaborators: If selected, any Collaborators from outside your organization cannot add additional Collaborators.
- When selected on a single document, the restrictions apply only to that document. When selected on a Knowledge Base, the restrictions apply to all documents within that Knowledge Base.