idgard® app for Microsoft Teams: Share a Box

idgard® app for Microsoft Teams: Share a Box

Box link

You can only use this feature if you are the Box owner or manager and also have permissions to share a Box.

You use the “Share Box” feature when:

  • You would like to grant an external guest without an idgard® license “one-time access” to download documents or

You would like to allow an idgard® user with a license from another idgard® account permanent access to the documents in this Box.  Please note the following: Each PrivacyBox you create is sealed. If you want to use the “Share Box” function, it will not be sealed any more. The Box is opened as long as you enable access to this Box. ( access contingent > 0)

The administrator must give the permission to share a Box to a full license user in the idgard® web app. If you would like to share the Box with someone, they will be given “one-time access” to download documents, provided that they do not have an idgard® license. After the quota of accesses is exhausted (access contingent = 0), the Box is automatically resealed and the link will no longer be valid. The administrator of your idgard® account may enforce the use of a pass code. This feature can only be configured in the idgard® web app.



Proceed as follows:

  Every time users without a license use the Box link, it is documented in the member area of the Box under List of users with one-time access .”

  • Open the Box.
  • Open the Share function.
  • Select Share Box link .”
  • Define the number of accesses. The number of accesses depends on the number of people who will access this Box link. After using the link, the number of accesses is counted down with each click. If only one person will access the Box contents just one time, set the number of accesses to 1.
  • You may have to activate a Pass code in order to use the secure 2FA method. The sender of the link must forward this pass code to the recipient by a different means (by telephone, SMS, e-mail, or via a chat channel in Microsoft Teams). 
  • Save your settings and a Box link will appear.
You can pass on the Box link to the recipient via Microsoft Teams. To do so, insert the link into a chat channel. The recipient clicks on the link and the login screen then opens in the browser. The user can also paste the link in the address bar of the browser.

 You can also share a Box with users of another idgard® account. Since they already have a license, this Box will be permanently added to their Box overview or the homepage of the idgard® app for Microsoft Teams after they use the Box link. The user can now permanently access the data in this Box with the permissions you grant them in the member area of the Box.

 
When a user clicks on the Box link they received, two login screens are displayed. If this user does not have a license on file with idgard® and they are only supposed to download the contents of one Box/Data Room, they use the left screen to log in to idgard® . If the user has a license in another idgard® account, they use the right login screen to log in with their login data.



To increase security, a new Box link can be created for a new access. You can seal the Box again by setting the accesses to 0. If you increase the number of accesses, save the corresponding change, and open the Box again, you will receive a new Box link. The previous one will no longer be valid.

Each access by a user without a license is documented in the member list of the Box under “One-Time Access users.” You can close access to an active session by clicking Cut off access.” 

Screenshot of the member list:





This article did not answer your question?

We are happy to help you! Just send us a message with your questions and we will get back to you as soon as possible. 

   Create ticket


Disclaimer
The content of this online help is intended solely for information and documentation purposes for our product idgard® and can be changed at any time without prior notice. We assume no responsibility or liability for errors or inaccuracies. Due to technical developments, uniscon GmbH reserves the right to change the functional scope of the product at any time.


(C) uniscon GmbH




    • Recent Articles

    • Provided templates for a meeting pack

      Standardized Templates for the Session Folder Attached to this article below you will find templates that we would like you to test. These are standardized templates with a predefined layout. Feel free to send us your cover page and table of contents ...
    • Filter for classified documents

      Display classes This function is only included in the Enterprise package. The "Document Classification" function must be activated by the administrator beforehand. If there are several documents with different classifications in your data room, you ...
    • Automatic deletion of the data room content

      For a data room, the manager/owner specifies the time period after which files and notes are automatically deleted after they are uploaded. In data rooms, you can individually set how long files and notes may remain in the data room. In the ...
    • License consumption of a full license user

      A user with a full license can create guests and/or data rooms depending on the assigned permission. In each case a license is required, which thus reduces the license pool of your idgard account. For control you have in the administration an ...
    • Automatic passcode generation when sharing boxes Boxen

      When a user is created, a 2-factor authentication for the login is forced. Without the assignment of a 2-FA method, the user cannot be created. If you want the SMS pass code method to be used for users, you must first purchase this it. The 2-factor ...
    • Related Articles

    • idgard® app for Microsoft Teams: Share Boxes via message extension

      Sharing Boxes via message extension The message extension feature allows users of the idgard® app for Microsoft Teams to exchange links in chat channels. It makes it possible to share a Box via a Box link in a chat channel with other group ...
    • idgard® app for Microsoft Teams: Share files via message extension

      Share files Message extensions allow users of the idgard® app for Microsoft Teams to share files via a link in a chat channel with other group participants in Teams. This can be done via a general chat channel or a chat channel within an active ...
    • idgard® app for Microsoft Teams: Create PrivacyBoxes

      PrivacyBoxes in Microsoft Teams Just like in the idgard® web app, only full license users can create PrivacyBoxes. You add users to this Box and make them a member of the PrivacyBox. A PrivacyBox will continue to exist until this Box is deleted by ...
    • idgard® app for Microsoft Teams: Create a guest license user

      Create a guest license user/temporary guest/regular guest You can create a guest license for a person from another company in order to allow them to securely exchange data with other users. After you create a guest license for a user, you send them a ...
    • idgard® app for Microsoft Teams: Boxes are not displayed

      No Boxes on homepage If you log in to the idgard® app for Microsoft Teams and do not see any Boxes on the homepage or certain Boxes are missing, it may be due to the following reasons: You have not been added to a Box. You have been removed from a ...
    • Popular Articles

    • Uploading files

      Uploading files You can upload one or more files up to a size of 5 GB. For a fee, we can increase the size limit of 5 GB for you. You can only upload files with the "Write" permission. There are two methods with which you can upload files to a box. ...
    • Create e-mail template for registrations

      Create e-mail template for registrations This feature is only available in the Enterprise package. If you have the Admin's permissions in the idgard® account, you can write an individual text for the user registration. This text will be used if you ...
    • certificate pinning

      Dear Customer! In June 2022, we will remove certificate pinning from our products.  Over the years, security around the use of certificates has improved significantly. In particular, the threat of man-in-the-middle attacks has been mitigated through ...
    • Welcome to the idgard® online help

      Welcome to the idgard® online help This online help is the main source of information for learning and working with idgard®. Click on one of the following links to obtain further information about idgard®. To use the online help: Search article Enter ...
    • New articles - new functions in idgard® version 1.4

      New functions Permission to view and export journal contents in the Data Room Viewing, querying, and exporting activities in the journal of a Data Room Disclaimer The content of this online help is intended solely for information and documentation ...