FlexFiles Documentation
Product guides, tutorials, and operational reference
Workspace and Collaboration
Team leads and admins8 min read

Sharing and Collaboration

FlexFiles supports internal collaboration, controlled sharing, guest intake, and AI answer sharing without mixing every workflow into one access model.

Sharing models

  • Share links expose files for access or download depending on your setup.
  • Guest upload links collect files from external users without internal account access.
  • Shared chats expose AI-generated findings without giving access to the full workspace.
  • Some shared chats are password protected for tighter distribution control.

Permissions and governance

Use internal roles for collaborators, not for guests. Keep external contributors on upload links whenever possible.

If a process depends on approval, review, or ranking, keep the files in a workspace path with clear ownership and a visible activity trail.

Choose the right sharing model

  • Use share links when the file itself should be accessible.
  • Use guest upload links when outsiders need to send documents in.
  • Use shared chats when people need the answer, summary, or analysis rather than direct access to the files.
  • Use internal permissions when the workflow is collaborative and ongoing rather than external and bounded.

Collaboration best practices

  • Keep workspace access narrower than link-based distribution whenever possible.
  • Review folder ownership before adding many members to a shared area.
  • Use submission inboxes or hiring pipelines instead of email-driven external intake.