Public vs. Members-Only Links

Sharing a link to a folder or file is a way of controlling that person's access to documents in Oracle Content Management. Public links can be sent to anyone in your organization without explicitly adding individuals to a folder's membership. You can set limits to what, when, and how content can be accessed, and expire access automatically or manually. They're quick and easy, and provide access to a specific file or folder, and no others, providing a tunnel into a folder or file, isolating it from a larger context users may not have access to.

Your service administrator can disable the use of public links and can set who can access those links (anyone or only registered users).

Note:

Public links aren't supported in private instances.

Member Only links can be used only by members of a folder. What, when, and how content can be accessed is dependent on the role assigned to a member. Roles are assigned by either an owner or manager of a folder and allow different levels of access. Each member is added individually or as part of a group, and have access to all content in the folder.

Public Links

When you create a public link, you add a name to the link so you can track if it was used. You can also add a message with the link and choose permissions for the link. This determines what the recipient can do with the link. You can adjust the maximum role used for public links in your preferences, accessed through your web browser. Your service administrator may also limit the roles allowed for public links. Roles are the same as those used when adding members to folders (Viewer, Downloader, or Contributor).

When creating a public link, if your administrator has allowed it, you can choose to send the link to Anyone, which means you can send it to people who don’t have an Oracle Content Management account, or you can limit the recipients to All Registered Users, those people who have an account.

When collaborating with partners and outside vendors, you can provide secure public links to files so everyone has the right level of access. Setting an access code and optional expiration date on links adds additional security, and you can maintain oversight by monitoring who accessed which shared files and when.

Access codes are like passwords for a public link. You can set an access code and the person who gets the link will need to enter the code before the link can be used. You'll need to send the access code to the person receiving the link so they can use the link. Otherwise, they will be unable to access the content associated with the link.

Members-Only Links

If you create a members-only link to a file or folder, any person you share this link with must sign in to their Oracle Content Management account in order to r access the shared content. When you use a member link, you can choose Online Access, which lets the recipient view the file or folder. You can also use a Direct Download link when sharing a file. This lets the recipient download a file without viewing it.

You can add external users who may not be a part of your organization to a folder, provided your service is configured to allow external users. External users can collaborate on objects to which they're given access, but they cannot be assigned the manager role. If they are a member of a group that is assigned a manager role, they will have only contributor rights. This safely limits their ability to create and remove content.