How to manage the external share of an item

This document provides a step-by-step guide on how to share, resend an access link, revoke, and view the details of items shared temporarily with users outside of MySafe.

Externally share an item

Requirements

• Minimum MySafe user permission.
• External share permission granted by the administrator.

Administrators, access the document on How to configure MySafe for more information.

To temporarily share an item with a person that doesn’t have a MySafe account, follow the steps below:

1. On senhasegura, in the upper-left corner, click the Grid Menu, represented by the nine squares, and select MySafe.

2. In the side menu, select the menu of the type of item you want to share. Available options are Passwords, API secrets, Files, and Notes.

3. On the item screen, identify the item you want to share.

4. In the Action column, click Share.

5. On the Share screen, select the External card, represented by the globe icon.

6. On the upper part of the One time share screen, view the details of the item to be shared.

7. In the text box below the item’s details, type the email address of the person with whom you want to share the item.

8. In the Sharing details section, fill in:

   • Expiration date*: click the downward arrow to select the period during which the shared item will be available for access. The available options are 1 hour, 24 hours, 1 week, 30 days, and Customized. The Customized option enables the date and time fields for a personalized expiration date selection.

   :::(warning)(Attention)
   The expiration date cannot exceed the period defined by the administrator.
   :::

   • Maximum access*: select an option to define how many times the person will be able to access the shared item within the established expiration date. Available options are Unlimited, One time share, and Customized. By default, the One time share option displays the number 1. The Customized option enables the selection of a number that defines how many times the person will be able to access the shared item. Enter the number manually or use the up or down arrows to select a number.
   The items with an asterisk are mandatory.

9. Click Save.

Revoke external sharing

To revoke the temporary sharing of an item before its automatic expiration, follow the steps below:

Requirements

• A temporarily shared item with Approved status. Access the Externally share an item section of this document for more information.

1. On senhasegura, in the upper-left corner, click the Grid Menu, represented by the nine squares, and select MySafe.
2. In the side menu, select Sharing center > External share.
3. Identify the item whose sharing you want to revoke or use the filters to search for it.
4. In the Action column, click Revoke, represented by the trash can icon.
5. In the Confirmation window, click Yes.

The message "Data saved successfully" confirms the action, and the column Status displays Cancelled.

View the history of an externally shared item

Requirements

• A temporarily shared item. Access the Externally share an item section of this document for more information.

To view the history of an item shared temporarily with a person who doesn’t have a MySafe account, follow the steps below:

1. On senhasegura, in the upper-left corner, click the Grid Menu, represented by the nine squares, and select MySafe.
2. In the side menu, select Sharing center > External share.
3. Identify the item whose sharing history you want to view or use the filters to search for it.
4. In the Action column, click the three vertical dots icon and select History. For finished or canceled items, click the clock icon.
5. On the External share history screen, view the details of the item’s sharing history, such as Event, ID, and Date.

Forward URL access

Requirements

• A temporarily shared item with Approved status. Access the Externally share an item section of this document for more information.

If the access to an item has expired and you need to resend the access link, follow the steps below:

1. On senhasegura, in the upper-left corner, click the Grid Menu, represented by the nine squares, and select MySafe.
2. In the side menu, select Sharing center > External share.
3. Identify the item whose link you want to resend.
4. In the Action column, click the three vertical dots icon and select Forward URL access, represented by a mail icon.

Do you still have questions? Reach out to the senhasegura Community.