Sharing Overview

You may need to collaborate with other people and share information, but you want to make sure only the right people have access to that information. The type of sharing you use depends on what you need to share:

  • Files: You can create a link and email the link to someone or use it in an instant message or a document or another app. Sending a link is useful if you need to give access to people on an as-needed basis to specific files. The only way the recipient can access the file is by using the link. There are public links and members links, described below.
  • Folders: you can send a link to a folder or you can add people or groups as members to the folder. When you add members to a folder, those people and groups can access all the content in the folder. This is useful when you're working on a large project, for example, and people may need to continually access information.

If you share folders with other people and give them permission to add content to the folder, that content counts against your storage quota. For example, if your folder contains 500 MB of files and after sharing it, other users add another 300 MB of files, then the combined 800 MB counts towards your quota.

If you have access to more than 100 folders (either owned by you or shared with you), your search results will be incomplete, as searches are limited to 100 folders.

Your service administrator is in charge of managing Oracle Content and Experience for your organization. That person sets the amount of storage you can use. If you need more storage space than you currently have, contact your service administrator.

You decide what people can do with your shared content by assigning them roles. When adding members to folders, you determine their role in that folder. You may allow documents to only be viewed or you may decide people should be able to edit them and upload new versions. The following roles can be used:
  • Viewer: Viewers can look at files and folders, but can't change things.
  • Downloader: Downloaders can also download files and save them to their own computer.
  • Contributor: Contributors can also modify files, update files, upload new files, and delete files.
  • Manager: Managers have all the privileges of the other roles and can add or remove other people as members.


If your system administrator has enabled Microsoft Office Online integration, viewers can only see the preview of the file in the web client, downloaders can also view the file in Microsoft Office Online, and contributors and managers can also edit the file in Microsoft Office Online.

There's also an Owner role with all the permissions to manage a folder, including deleting the folder.

Contributors and Managers can delete content and delete subfolders. If a shared item is deleted, it appears in the Trash folder of the person who owns the item and the person who deleted it.

When collaborating with partners and outside vendors, you can provide secure public links to files so everyone has the right level of access. You can also set access codes and expiration dates on links to add more security. You can also maintain oversight by monitoring who accessed which shared files and when.

Take a quick tour of sharing (English only).

Public Links

A public link provides access to that specific file or folder, no others.

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

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 and Experience account, or you can limit the recipients to All Registered Users, those people who have an account.

You also can set an optional expiration date when the public link will stop working and an access code. 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. This helps you add an additional measure of security on any public link you send. 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.

Member Links

This kind of link requires a person to be a member of the folder and requires the person to sign in to an Oracle Content and Experience account in order to use the link. 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.