A shareable link lets reviewers open a folder of proofs in the Gallery view of the Proof Viewer. You can configure the link to allow anyone with the link or only allow invited reviewers to open the folder.
Available on: Pro Enterprise
Which proofs users can see and review in a folder is determined by:
- The access set on the link (Restricted or Anyone with a link)
- Proof settings - The settings on a proof allow or restrict a user from viewing or subscribing to a proof.
- Role permissions - Your role determines what you are allowed to see and manage (licensed users only).
- Account permissions (Ent) - Ziflow administrators can add additional access restrictions in Settings > Permissions. Licensed user permissions can vary depending on these settings, so it is important to know how your Ziflow administrator has set up these permissions.
For example:
- If the folder access is set to Anyone with a link and every proof in the folder has its Access set to Allow users and guests (authentication not required), anyone who uses the link will be able to see all the proofs in the Gallery without signing in. If Proof subscriptions is enabled in the proof, anyone will also be able to add themselves to the proof review.
- If the folder access is set to Anyone with a link and every proof in the folder has its Access set to Allow users and guests (authentication required), anyone who uses the link will have to sign in to view the proofs in the Gallery.
- If the folder access is set to Restricted, anyone who uses the link will have to sign in to access the folder, and the proof settings will also determine what that persons is allowed to see and do with the proof.
For more information about proof permissions and roles, see:
Create a shareable link
By default, all managers and administrators can enable shareable links on the account. On Enterprise plans, you can adjust manager permissions if needed.
- In the Folders panel next to the proofs list, right-click the folder you want to share and choose Share.
- In the Shareable link section, set the access.
This access also applies to users in your Dashboard. - Select Copy link and share with people you want to have access to the folder.
By default, subfolders inherit the same access as their parent folder unless you update them manually.
Link access in a shared folder
| Access | Description |
| Restricted (Default) |
Only people added to the folder or added to proofs within the folder can access the folder. People using the link are prompted to sign in. Guests will receive a code by email to complete the sign-in process. |
| Anyone with the link |
Anyone with the URL can view proofs in the folder* Folders shared by a link with Anyone with the link access are marked with a link 🔗 icon. |
| Off | Disables the shareable link completely |
*View-only access unless proofs themselves are shared or set to allow subscriptions.
Version visibility in folder links
In folder links, reviewers always see the last shared or publicly available version of the proof. Version access rules apply per reviewer, not per folder.
For example, If Version 3 exists (and is publicly available) but a reviewer only has access to Version 2, the folder will show Version 3. Once inside the Proof Viewer, the reviewer may need to switch to the version they have permission to review.
Cancel a shared link
If you no longer wish to share the folder with others, open the Share folder window and in the Shareable link section, choose Off.
This completely deactivates the link. Anyone who accesses it will see “No publicly available assets” after the setting is changed. If the link is re-enabled later, the URL remains the same.
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