File Vault

Sharing Files

Generate secure sharing links with password protection and expiration for your files.

Quick Start

Share files securely with clients and external parties using time-limited, password-protected sharing links. Control access and track views.

Permissions: Admins and Members can create sharing links. Guests cannot share files externally.

1. Select File to Share

  1. Navigate to File Vault
  2. Find the file you want to share
  3. Click file menu (three dots)
  4. Select Share
Products page overview

2. Configure Share Settings

Link Expiration:

  • No expiration (link works forever)
  • 1 hour, 1 day and 7 days
  • Custom date and time
Products page overview

View Limit:

  • Unlimited views
  • Maximum views (1, 5, 10, 25, 50, 100)
  • Link expires after reaching limit

Password Protection:

  • No password (anyone with link can access)
  • Set password (recipients must enter password to view)
  1. Click Generate Share Link
  2. Secure link is created instantly
  3. Copy link to clipboard
  4. Share via email, chat, or any method

Link format:

https://pinebill.app/share/abc123xyz789
Products page overview

4. Share with Recipients

  • Send link to intended recipients
  • Include password separately (if set)
  • Inform about expiration time
  • Provide access instructions

Active Shares Dashboard

View all active sharing links:

  1. Go to File Vault
  2. Click Shares tab
  3. See all active shares
Products page overview

Information shown:

  • File name and size
  • Share link (masked)
  • Expiration date
  • View count (current/maximum)
  • Created date and creator
  • Last accessed timestamp

Immediately disable access:

  1. Find share link in Shares dashboard
  2. Click Revoke or Delete
  3. Confirm revocation
  4. Link stops working instantly
Products page overview

When to revoke:

  • File was shared by mistake
  • Recipient no longer needs access
  • Security concern or breach suspected
  • File has been updated (create new share)

Security Best Practices

When Sharing Sensitive Files

Use Password Protection:

  • Always protect confidential files
  • Use strong, unique passwords
  • Share password separately

Set Short Expiration:

  • Don't use "no expiration" for sensitive files
  • 1-7 days for most cases
  • 1 hour for highly sensitive documents

Limit Views:

  • Set view count if you know exact recipients
  • Prevents unlimited distribution
  • Revoke after confirmed access

What makes links secure:

  • Unique random tokens (impossible to guess)
  • HTTPS encryption in transit
  • Server-side access control
  • Automatic expiration
  • Revocable at any time

What recipients can do:

  • View file in browser
  • Download file (if enabled)
  • Cannot see other vault files
  • Cannot modify original file

What recipients cannot do:

  • Access your vault
  • View your organization
  • Share the file further (no re-sharing)
  • See file metadata or history

Limitations

File Size

Recipients can download files up to your plan's max file size:

  • Shared files respect plan limits
  • Large files may take time to download
  • Consider compressing large files first

Deleted Files

Sharing links for deleted files stop working:

  • Restore file from trash to reactivate
  • Or create new share link after restoration

Troubleshooting

Organizing Files

Create and manage folders to keep your files organized in PineBill File Vault.

Security

Enterprise-grade security protecting your files in PineBill File Vault.

On this page

Quick StartCreating Sharing Links1. Select File to Share2. Configure Share Settings3. Generate and Copy Link4. Share with RecipientsManaging Share LinksActive Shares DashboardRevoking Share LinksSecurity Best PracticesWhen Sharing Sensitive FilesShare Link SecurityLimitationsFile SizeDeleted FilesTroubleshootingRelated Topics
Sharing Files | PineBill Documentation