By default, Rubex by eFileCabinet’s file-sharing feature is built to be secured with a username and password in order for guests to access the documents you share. Access Links are a brand-new way to share documents. When you need to give faster and easier access to clients or coworkers, you can create direct links to files and folders. Anyone who possesses the URL the ability to access shared folders and files, without the need for authentication— no passwords required.

How It Works

There are multiple ways for you to create an access link. When sharing a file or folder, the normal sharing dialog box will now have two tabs — Email for the regular secure sharing options, and Link for creating an Access Link. There is also an option when right-clicking a file or folder called Shareable Link

A URL will be generated that you can copy onto your clipboard. However, there are two added security options you can attach to the link. A usage amount can be set, limiting how many times the link can be used and you can add an expiration date for when access to the link will be revoked. Both of these options can be unlimited.

A shareable link can also be created for File Requests. The option to ‘Request Files With Access Link?’ will appear in the regular file request set up.

Admin & Security

The first time an individual accesses the system with an Access Link, they will be prompted to give their first and last name with an option to enter an email address.

ATTENTION: It’s important to note that actions done by someone using an Access Link will be recorded in the audit log as the user who generated the link, with a tag indicating that it was through a shared link and with the name input by who used the link. However, there is no way to authenticate the name given, nor any obligation to use an email address. This may violate certain compliance standards.

As an administrator, you are able to access the Instant Sign-in/Access Links dashboard where you can view all currently active and previous links created. It displays the users who created the link, when it was created, when it was last modified, the remaining uses, expiration date, and the link type. You can also modify the links to either edit the usage count and expiration date or revoke the link entirely.

Because Access Links bypass the normal guest user sign-on protocol, any party that has the URL can use it to log onto that Rubex account. This is why all users in your system should take caution when generating these links and sharing them, especially when it gives access to sensitive files. 

It’s highly recommended that when creating a link, you ensure that they do not give permissions to parts of your system that need to stay secure. It’s also recommended that the usage count and expiration date options are utilized with every link.

All users are encouraged to only share Access Links through secure channels and with trusted individuals.