How to Share Folders with External Partners Securely

Modern business requires collaboration beyond your organization's walls. Sharing folders with clients, vendors, contractors, and partners is essential – but it also introduces security risks. This guide covers how to share folders externally while maintaining security and control.

The Challenge of External Sharing

Sharing folders externally is different from internal sharing:

• Less control – External parties aren't bound by your IT policies
• Security gaps – You can't ensure their devices are secure
• Compliance concerns – Regulated data may have special requirements
• Access management – People leave organizations, relationships end
• Visibility – Harder to track what happens to shared files

External Sharing Methods Compared

Method 1: Share Links (Recommended for Most)

Generate a link to a folder that external parties can access.

Pros:

• No account required for recipients
• Easy to revoke (disable the link)
• Can add password protection
• Can set expiration dates
• Can track access

Cons:

• Link could be shared beyond intended recipients
• Usually read-only (recipients can't add files)

GetShared's folder sharing creates a clean, no-account-required experience for recipients while giving you full control.

Method 2: Shared Folder Invitations

Invite specific email addresses to a shared folder.

Pros:

• Recipients identified by email
• Two-way sharing possible (they can add files)
• More control over who has access

Cons:

• Recipients may need to create accounts
• More friction in setup
• Managing multiple external users becomes complex

Method 3: Client Portals

Dedicated spaces for each client/partner relationship.

Pros:

• Professional presentation
• Organized by relationship
• Clear boundaries between different externals

Cons:

• More setup required
• May require premium features

Security Best Practices

1. Password-Protect External Shares

Always use password protection for external folder shares. Send the password through a different channel (phone call, separate email, text message).

2. Set Expiration Dates

Use link expiration to automatically disable access after a project ends. This prevents old links from being a security risk.

• Active projects – 30-90 day expiration, renew as needed
• One-time deliveries – 7-14 days
• Ongoing relationships – Set calendar reminders to review

3. Limit What You Share

Only share files that externals actually need. Don't share entire project folders when they only need specific deliverables.

Create a separate "External Share" folder with only the files meant for external viewing, rather than sharing your working folder.

4. Use Download Tracking

GetShared's download tracking shows you:

• When files were accessed
• How many times downloaded
• Geographic location of access
• Device type used

Unusual access patterns might indicate a security issue.

5. Revoke Access When Relationships End

When a project completes or relationship ends:

1. Disable or delete share links
2. Remove external users from shared folders
3. Archive files appropriately
4. Document what was shared for compliance

Organizing External Shares

By Client/Partner

External_Shares/
├── Acme_Corp/
│   ├── 2026_Project_Alpha/
│   └── 2026_Project_Beta/
├── Beta_Industries/
└── Gamma_Partners/

By Project

Project_Deliverables/
├── For_Client/
│   └── [files client needs]
├── For_Vendor/
│   └── [files vendor needs]
└── Internal_Only/
    └── [working files not shared]

By Access Level

Project_X/
├── Public/
│   └── [marketing materials, public info]
├── Partner_Access/
│   └── [shared with business partners]
├── Client_Access/
│   └── [shared with client]
└── Confidential/
    └── [internal only]

Compliance Considerations

Regulated Data

Some data has special handling requirements:

• Personal data (GDPR) – Ensure sharing complies with privacy regulations. See our GDPR guide.
• Health data (HIPAA) – Business associate agreements may be required. See our HIPAA guide.
• Financial data – May have industry-specific requirements

Audit Trails

Maintain records of what was shared externally:

• What files were shared
• With whom
• When access was granted and revoked
• Access logs

GetShared maintains access logs automatically.

Communication Best Practices

When Sharing

Include in your communication:

• What the folder contains
• How long access will last
• Password (via separate channel)
• Any restrictions on use
• Who to contact with questions

Setting Expectations

Make clear upfront:

• What they can do with the files
• Whether they can reshare
• When access will be revoked
• Confidentiality requirements

Common Scenarios

Scenario: Sharing Project Deliverables with Client

1. Create "Client_Deliverables" folder with final files
2. Organize clearly (separate folders for different asset types)
3. Generate share link with password
4. Set 30-day expiration (extend if project continues)
5. Send link via email, password via phone/text
6. Track downloads to confirm receipt
7. After project, archive and revoke access

Scenario: Ongoing Collaboration with Vendor

1. Create dedicated vendor folder
2. Set up shared access via invite (if two-way sharing needed)
3. Establish clear folder structure
4. Document access in vendor agreement
5. Review access quarterly
6. Revoke when contract ends

Scenario: Due Diligence Data Room

1. Create organized folder structure for all documents
2. Apply strict password protection
3. Enable comprehensive tracking
4. Grant access to specific parties
5. Monitor access patterns
6. Maintain complete audit trail
7. Revoke all access when process completes

Tools and Features to Use

• Password protection – Require passwords for all external shares
• Link expiration – Auto-disable access after set time
• Download tracking – Monitor who accesses what
• Custom branding – Professional presentation for client shares
• Team features – Manage who in your organization can share externally

Conclusion

External folder sharing is essential for modern business collaboration. By following security best practices and using the right tools, you can collaborate effectively while maintaining control over your data.

Key takeaways:

• Use password protection for all external shares
• Set appropriate expiration dates
• Only share what's necessary
• Track access to shared files
• Revoke access when no longer needed
• Maintain records for compliance

GetShared provides all the security and tracking features you need for professional external sharing. Try it free for your next external collaboration.