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Viewer & sharing · Share links

Copy, edit, revoke and delete share links

The Manage links tab lists every share link for a facility with its status, views and expiry. Copy or open the URL, edit settings, revoke a link or delete it.

4 min readUpdated

The Manage links tab

Manage links is where you run the links you've made: "Existing links for this facility. Edit to change settings, or start a new one." The newest link is at the top. The dialog switches here after Create link, so this is where you pick up a new URL. New link (top right) starts a fresh link on the General tab.

Screenshot · Manage links tab of the Share dialog
The Manage links tab of the Share facility dialog: a New link button and link cards, each with a label, a status pill such as Active or Revoked, a line like "3 views · Cap 50 · Expires …", Edit and Revoke buttons, and a read-only URL field with Copy URL and Open in new tab buttons
The Manage links tab of the Share facility dialog: a New link button and link cards, each with a label, a status pill such as Active or Revoked, a line like "3 views · Cap 50 · Expires …", Edit and Revoke buttons, and a read-only URL field with Copy URL and Open in new tab buttons

With no links yet, the tab reads "No share links yet. Click “New link” to configure one." You need the Owner, Admin or Editor role to see this list.

What each link shows

  • Label (or "Untitled link") and a status pill.
  • Usage: the number of views, the cap if one is set ("Cap 50"), and the expiry date and time if there is one ("Expires …").
  • URL: a read-only field (click it to select the whole URL), a Copy URL button that briefly turns into a tick, and Open in new tab.
  • Edit, plus Revoke for a live link or a bin icon (delete) for a revoked one.

Link statuses

StatusMeaningTo bring it back
Active (green)The link opens.Nothing to do.
Expired (amber)The expiry date has passed. The URL shows "This link doesn't work".Edit, pick a new expiry, Save changes.
Capped (amber)The link has reached its maximum views.Edit, raise or clear Maximum views, Save changes.
Revoked (red)You turned it off.You can't. Create a new link.

If more than one applies, Revoked wins over Expired, which wins over Capped.

Actions

ActionWho canWhat happens
Copy URLOwner, Admin, EditorCopies the link to your clipboard.
Open in new tabOwner, Admin, EditorOpens the link as a guest would see it. This counts as a view.
EditOwner, Admin, EditorLoads the link's settings and switches to General. Change anything on any tab, then Save changes, or Cancel to drop your edits.
RevokeOwner, Admin, EditorTurns the link off straight away. It stays in the list as a record.
Delete (bin icon)Owner, AdminOnly on revoked links. Removes the link from the list for good.

Editing a link

Saving an edit keeps the same URL and view count. Guests get the new settings the next time they open or reload the link. Someone who already has it open keeps the old settings until then. Editing is also how you extend an expired or capped link without sending a new URL.

If something fails

If a save, revoke or delete fails, the reason appears in a red bar at the bottom of the dialog. Check your role first: Editors can't delete links. Otherwise, try again.

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