Share with external users

When you share using this procedure, Aspera on Cloud sends an email notification to your recipient. When the recipient clicks the link in the email, AoC prompts them to download and install IBM Aspera Connect, the same software you installed to enable transfers between your desktop and an Aspera server (see Aspera Connect for Outside Users).

Once the Connect installation is complete, AoC presents the app login page. By logging in, your recipient creates an account and becomes a limited member of your AoC organization. This means that they can access only the content that is specifically shared with or sent to them. They do not become a member of a workspace.

1. Right-click a folder row and select Share.
2. Select or enter one or more recipients.
3. Assign access permissions.
4. Click Share.

Use this method to share with someone outside your workspace without inviting them to your workspace.

This sharing method allows (but does not require) you to apply a password to the link. When your recipient clicks the password-protected link, they must apply the same password to access the folder. Aspera on Cloud generates a password, or you can choose your own password for a given link. You must deliver the password to your recipient according to your own site security practices.

1. Right-click a folder row and select Get shared link.
2. Select Public link. Anyone can access this folder with this link.
   Note: Be aware that the public link you send is not restricted to the person you send it to. The recipient of your public link can forward the link to someone else, who can then use the link to access the content you share. Share public links only with trusted colleagues when the security of the folder content is not vital.
3. If this is the first public link to this folder, click New link.
4. If a modal displays with an editable text field, you can customize the link. Enter a link name that will be useful and informative to you and to recipients; click OK. If you don't see this field, your admin has not configured this customization capability; go to the next step.
5. Set the expiration for this link to determine the duration that your recipient should have access to this folder. After that duration, the link becomes invalid.
6. Set the permission you want your recipient to have to the contents of this folder. For details, see "Content Permissions" below.
7. To require a password for this link, click the toggle labeled Require password.

   Aspera on Cloud generates and displays a password.

   1. To generate a new password, click the circular icon.

      When you regenerate a password, all previous passwords become invalid. If past recipients are using this link with a previous password, give your past recipients the new password.

   2. To create your own password, delete the generated password and enter your desired password into the field.
   3. To copy the password, click the copy icon.

      The password remains on your clipboard until you copy something else. Be sure to save the password in secure file before you copy anything else.

      Important: Aspera on Cloud does not save the password. Once you click Save in the following step, you cannot recover the password. You can regenerate the password for a link, but when you do, the former password becomes obsolete: other users (if any) of the link will be locked out unless you give them the new password.
      Note: If you use multiple password-protected links, consider keeping a secure file of links and their passwords. You cannot recover a lost password.
   4. Click Save.
   5. Deliver the password to your recipient according to your local site security practices.
8. Deliver this link to your collaborator using one of these methods:
   • In the Send this link field, enter an email address or username. If desired, include an optional message; then click Send.
   • Click the Copy icon in the link field, then deliver the link to your recipient according to your local site practice.
     Important: When you click Copy, the link overwrites anything existing on your clipboard. If you previously copied the password, be sure you stored the password in a secure location before copying the link itself.
   Results:
   • AoC sends an email notification to each recipient.
   • When your recipient clicks the link in the email, AoC prompts them to download and install IBM Aspera Connect, the same software you installed to enable high-speed transfers between your desktop and an Aspera server. It may be helpful to remind them that, after they install Connect, they may need to adjust their browser settings to allow Aspera Connect to run. Just like you, they must install the Connect app once on their computer, and they must add the browser extension once in each browser they'll use to access Aspera on Cloud. For details, see Installing Aspera Connect.
   • Once the Connect installation completes, AoC presents a portal that allows them to access the folder.
   • Link recipients can act on the folder according to the permissions you set, until the expiration you set for the link.