Sharing and access
Choose between named Huqo members and an expiring private link, then control access without losing ownership of your file.
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Choose the right way to share
Suite files stay private until you share them. Share file offers two different methods: Huqo members and Private link. Member access is tied to an existing active Huqo account and requires that person to sign in. A private link allows anyone who has the address to view a read-only preview until the link expires or is revoked.
Use member sharing for a colleague who needs a controlled place to find the file, especially when they need to edit a supported document. Use a private link when an outside person needs a simple preview without an account. Treat that address as access to the preview because it can be forwarded.
Sharing a published Form questionnaire and sending a Sign request are separate workflows. Use Forms Settings to obtain the response-collection address, and use Sign to prepare and send a signing request. A general Drive share does not submit a form or request a signature.
Give a Huqo member access
Open your file and choose Share file, or open its details in Drive. Select Huqo members, enter the exact email of an existing active Huqo account, choose the permitted role and set the expiry. The recipient cannot be a different email alias that Huqo does not recognise.
Can view access is for review. Can edit is supported for Docs, Sheets, Slides and Tasks. Other shareable file types are viewer-only. Editors can update the supported document's content, while the owner continues to manage naming, filing, copies and sharing.
Notify by email is optional. Granting access without the notification option still adds the file to the recipient's Shared with me area. A mail-delivery warning does not necessarily mean the permission failed: the interface distinguishes saved access from a failed notification.
- Choose Huqo members in Share file.
- Set an expiry of 1, 7, 30 or 90 days and decide whether original downloads are allowed.
- Enter the active member's email and choose Can view or an available Can edit permission.
- Optionally enable the email notification, then select Grant access.
- Review the access list and revoke a member when the work is complete.
Create and replace a private link
Select Private link, choose the expiry and download setting, then create the link. Copy the displayed address immediately and send it only to the intended people. The link provides a preview, not an editing session.
The raw address is displayed when the link is created. If an active link exists but its address is no longer displayed, Replace link creates a fresh address and disables the previous one. There is one current private link for each file. Revoke link stops the old address from opening the preview.
Public previews are simplified for Suite documents. A document preview is not the full editor, and spreadsheet, presentation or task previews may show text rather than their complete interactive layout. Original uploaded PDFs and supported images or text have their own browser-preview behaviour.
Understand download controls and PDF projects
Allow original download applies to the new or replaced access you are creating. It does not silently change every existing grant. Review existing access and replace or update it when a different setting is needed.
For an uploaded file, an allowed original download provides that file. For a supported editable Suite document, the original download is its Suite content or backup representation, not automatically a Word, Excel or PowerPoint export. Use the relevant app's export first if you need to deliver a specific office format.
A PDF workspace can combine private Drive sources and therefore shares its title only through this general permission system. To deliver the finished PDF, export it from PDF, upload the resulting original file to Drive and share that upload. Share the original PDF upload rather than expecting a PDF project share to expose its private sources.
A viewer can still save or capture information shown in a preview. Turning off original downloads limits the provided download action; it is not a guarantee that visible content cannot be copied.
Open a file shared with you
Sign in to the intended Huqo account and open Shared with me. The list contains available, unexpired member grants. Open the file to review it or, if Editor access is active for a supported app, make the agreed content changes.
Shared files remain owned by the sender. Editors should work in turns: Suite does not merge simultaneous live edits. If somebody else saves first, protect your draft with an export and reopen the current version before continuing.
An editor's ability to save also depends on the owner's active Suite access and storage. If editing becomes unavailable, ask the owner to check their account, remaining capacity and the permission rather than creating repeated copies or trying to bypass the access rule.
Review expiry, revoke access and troubleshoot
All new shares expire within 90 days, with 7 days selected by default. Revisit the file's access list to check current expiry and active status. Revoke an individual member or the private link when access is no longer needed. Revoking access cannot remove copies a person has already downloaded.
An unavailable share can mean the address expired, was revoked or replaced, the file or a parent folder moved to Trash, or the owning account is no longer active. Confirm the exact address and signed-in account before asking the owner to restore access.
Member could not be added: check the full email, confirm that the recipient already has an active Huqo account and choose a supported role. Folders are not shared as a bundle; share the relevant individual file. A file supports up to 100 member grants.
The access list did not refresh: a change may already have been saved. Reopen sharing to check the latest permissions before repeating the action. If a private preview is too limited for the recipient, export a suitable final format and share that original instead.