Sharing a Data Room: One-Time Access to files for users without a license

Sharing a Data Room: One-Time Access to files for users without a license

This article explains how to use One-Time Access (OTA) to share files or folders in a Data Room with external users who do not have an idgard license.

What is One-Time Access (OTA)?

OTA is a secure and convenient way to share content from Data Rooms with external users who do not have an idgard account. Users can access shared files via a one-time link without the need to create a license or permanent account. This feature is ideal for occasional collaborators or external partners.

When a Data Room is configured to allow OTA without requiring an idgard account, recipients of the OTA link are now directed to a login page with the following options:

  • Log in using an existing idgard account.
  • Continue access without creating an account.

Configuring a Data Room for Sharing

To share content, you must first configure the Data Room:
  1. Log in to idgard.
  2. Open the Data Room you want to share on your dashboard.
  3. Adjust sharing settings:
    1. Select the three-dot menu on the right.
    2. Choose Box settings.
    3. Go to the Data Room tab.
  4. Enable the checkbox Activate One Time Access.
  5. Select Save.

Sharing Data Rooms

  1. Go to the Data Room you want to share and select Share.
  2. Choose Share link under Generate Data Room link.
  3. Specify how many read accesses the recipient will have and whether a passcode should be used.
  4. Select Save.
    The sharing link is created.
  5. Share the link with the intended recipient.
(For detailed instructions, see Sharing Boxes).

Recipients of the OTA link can access shared content as follows:

  1. Open the shared link:

    • The recipient clicks on the link, which directs them to the idgard login page.

  2. Choose a login option:

    • Option 1: Log in with an existing idgard account.
    • Option 2: Proceed without creating an account to access the files directly.

  3. Access the shared content:

    • After logging in or selecting to continue without an account, recipients gain one-time access to the shared files.