How do I securely share a file?

This guide walks you through how to securely share a file or folder using the Share app in Orangedox.

By connecting your Google Drive or Dropbox, you can quickly send secure, trackable links without needing to upload or manage files separately. This allows you to control access, apply security settings, and monitor engagement for every recipient.

Open the Shared Files App

To get started, go to the Shared Files app in your Orangedox dashboard and select Share File.

This opens a modal where you’ll choose your files, configure security settings, and send access to recipients.

Choose Secure & Track or Track Only

Before selecting your files, choose how you want to share them

Secure & Track

Secures your shared file with document tracking. Includes options like NDA gating, device limits, and controlled access per recipient. Best for confidential documents such as financials, legal files, or M&A materials.

Track Only

Lets you easily share files with tracking enabled. This is useful when you want visibility into engagement and allows for files to be forwarded and viewed by anyone.

Choose File(s) for Sharing

Next, choose what you want to share

1. Single file or folder – Select a file or an entire folder to share individually
2. Shared package – Select multiple files or folders to group under one shared link.

How Google Drive and Dropbox Integration works

Orangedox shares files directly from your Google Drive or Dropbox.

1. Files are pulled directly from Google Drive or Dropbox
2. Any updates to the original file are reflected automatically (no upload required)
3. You always know that you’re sharing the most up-to-date version

This will allow you to manage everything from your cloud storage while maintaining full control over access and tracking in Orangedox.

Note that if there are files you don’t want shared, make sure they are not included in any selected shared folders.

Select Security Options

Under Shared Files Options, you can configure how your files are accessed.

Allow Downloading

Disabling prevents recipients from downloading files, ensuring they can only be viewed in-browser.

Enable Dynamic Watermarking

Adds a visible watermark to documents which includes the recipient’s email address to discourage unauthorized sharing.

NDA Gating

Requires recipients to agree to a non-disclosure agreement before accessing the file. This is useful for confidential documents such as financials or legal materials.

Allow Access Requests

Lets you share a single link with multiple people without pre-adding them. Viewers request access which you can approve or deny.

Device Expiry

Automatically revokes access on a device after a set period, helping limit long-term or unintended access.

Device Limits

Restricts the number of devices (phone, laptop, desktop etc..) each recipient can use to access the shared file, helping reduce unauthorized sharing.

These controls allow you to adjust the level of security depending on your use case, from simple client sharing to more controlled document access.

Select Delivery Method

Next, choose how recipients will receive access to your shared file.

Automated Email

Orangedox automatically sends a secure access email to each recipient from access@orangedox.com. 

Manual Send

You generate unique access links and send them yourself. This is useful if you want to control the messaging or include links in your own email or CRM.

Each recipient receives a unique access link, allowing you to track individual engagement and maintain secure access control.

Adding Recipients

Add each recipient's email address and select the arrow button to add them, then select Confirm to send access.

1. Each recipient receives their own unique access link
2. You’ll be able to track who accessed the file and when
3. Access can be updated or revoked at any time

If you’re using Manual Send, you’ll need to copy and share each unique link with your recipients.

Pro tip: Before sending access, use the Preview Shared Files option to see exactly what recipients will experience.

Best Practices

To ensure your shared files are secure and easy to access, consider the following

Use clear and descriptive titles

Choose titles that make it easy for recipients to understand what they’re accessing (e.g. “Q1 Financial Report” instead of “Final_v2”).

Group related files into shared packages

When sending multiple documents, group them into a single shared package to keep everything organized under one link.

Apply appropriate security settings

For confidential documents, enable NDA gating, disable downloads, and limit device access to reduce the risk of unauthorized sharing.

Choose the right delivery method

Use automated email for speed and simplicity, or manual send if you need more control over communication.

Preview before sending

Always preview the shared file before sending it to recipients, ensuring that it can be previewed.

Summary

Securely sharing files in Orangedox is a simple process that leverages your existing Google Drive or Dropbox. By applying security controls and adding recipients, you can quickly send secure, trackable links. Each recipient receives a unique access link, giving you full visibility into engagement and control over access and files always remain synced with your cloud storage.