Documents: sharing links and permissions

Send files to outside partners with password-optional share links, run batch operations, and understand who can see what.

When someone outside the company needs a file — a customer wants the BOL, a carrier wants the packing list, a broker wants the invoice — but you do not want to create a system account for them, generate a share link. This page also explains who inside the company can see which files.

Share links#

1. Select the file → Share: the system generates a link.
2. Optionally set an access password: the recipient must enter it to open the link. Passwords are stored hashed — a one-way encryption the system itself cannot reverse — so not even an admin can see the plain password.
3. Send the link (and password) to the other party — they can view or download without logging in.
4. When they are done, revoke the link in share management — it stops working immediately.

Batch operations#

• Tick several files in the list and run one batch action — e.g. batch share or batch delete.
• Batch-deleted files go to the trash first (recoverable within 30 days) — they are not gone immediately.

Who can see what#

Permission = your app permissions ∩ your merchant scope. Example: if you can only see merchant A in WMS, you cannot see merchant B’s WMS files in Documents either — even if you know the file name.

• source_system isolation: files are grouped by the system that produced them — you only see files from apps you have permission for.
• Tenant isolation: another company’s files are never visible to you; tenant data is fully separated.
• The share-link exception: anyone holding a valid share link can open it without logging in — which is exactly why links go only to people you trust.