How do I add a recipient?

This guide explains how to add recipients to your shared files and manage their access over time.

Orangedox gives you full control over who can access your files, how they access them, and how that access can be updated or restricted as needed.

Selecting a Shared File

To begin, go to the Shared Files app in your Orangedox dashboard.Locate the shared file you want to manage and select the title to open the settings panel.

From here, you’ll be able to manage recipients, update access permissions, and control delivery settings.

Add a New Recipient

To add a new recipient, go to the recipients tab within the shared file settings.

Here you’ll be able to

1. Add a recipient by entering their email address
2. Add multiple recipients individually

Each recipient is assigned a unique access link tied to their email address.

1. Only intended recipients can access the shared file
2. You can track individual engagement and activity
3. Access can be updated or revoked at any time

Once added, recipients will receive access based on your selected delivery method (automated or manual email).

Access Request Link

Instead of manually adding each recipient, you can use the Request Access link.

This allows anyone with the link to submit a request to access your shared file and can be enabled by

1. Opening the shared file settings
2. Going to the Options tab
3. Enabling Access Requests
4. Going to the recipients section and copying the Request Access link

You can then share this link via email, website, or messaging tools.

When someone submits a request

1. You will receive an email notification
2. You can approve or deny access
3. If approved, the recipient will automatically receive their unique access link

This is useful when sharing files with a broader audience while still maintaining full control over access.

Enable/Disable Existing Recipient

You can control access for each recipient at any time.

In the recipients section

1. Disable a recipient to immediately revoke their access
2. Re-enable them later if needed

Disabling access prevents the recipient from opening the shared file while keeping their activity history intact.

This is useful when

1. Access is no longer required
2. You want to temporarily restrict visibility
3. A recipient should no longer have access

Refreshing Access Links

You can update a recipient’s access at any time, depending on your selected delivery method.

Automated Email (Resend) - If you’re using automated delivery, the Resend option will be available.

Clicking Resend will

1. Automatically send a new access email to the recipient
2. Generate a fresh access link
3. This will send a fresh new set of devices to be used for access by the recipient

This is the quickest way to restore or update access without any manual steps.

Manual Delivery (Refresh) - If you’re using manual delivery, the Refresh option will be available instead.

Clicking Refresh will

1. Generate a new unique access link
2. This will disable any existing unused devices, requiring you to re-send access to your recipients 
3. Adds additional allowed devices on top of those already in use for securely shared files.

You will then need to manually send the new access link to the recipient.

This option gives you full control over how and when the updated link is shared.

Updating Number of Devices

Orangedox allows you to limit how many devices a participant can use to access a shared file and can be updated with the following steps

1. Open the shared file settings
2. Go to the Options tab
3. Adjust the Device Limit

This helps reduce the risk of account sharing and keeps access restricted to intended users.

If you update the device limit, it’s recommended to refresh access for participants so they can take advantage of the new devices limits.

Best Practices

To maintain secure and controlled access to your shared files

Only add relevant recipients

Limit access to those who need it to reduce risk.

Use the ‘Secure & Track’ option for confidential files

This enables full access control, including device limits and access disabling.

Use the Request Access link when needed

Ideal for broader sharing while maintaining approval control.

Regularly review recipient access

Disable users who no longer need access.

Refresh access when needed

Especially if a link is shared or a recipient needs to view on multiple devices.

Summary

Managing recipient access in Orangedox is flexible and secure. You can add recipients directly, enable access requests, and control who can access your shared files. With features like unique access links, device limits, and access refresh you can maintain full control over how your files are shared and accessed.