External Links

Summary: This page explains how External Links provide secure, browser-based access to files and folders stored in Cartularius. It describes when External Links are the best choice and how they help keep shared documents up to date.

External Links let you share files or folders via secure links, giving external users access without sending files as email attachments.

This option is ideal when you want to provide ongoing or repeat access to documents.

What are External Links?

An External Link is a secure link that gives external users access to selected files or folders stored in Cartularius.

Instead of sending documents themselves, you share a link that:

• opens in a browser
• provides access to the latest version of the files
• does not require a Salesforce login

External Links are especially useful when documents may change over time.

How do External Links work?

From a user perspective:

1. You select one or more files or folders in Cartularius.
2. You create an External Link.
3. You share the link with external users.

When recipients open the link, they can access the shared content.

Why use External Links?

External Links are useful when:

• You need to share multiple files or folders
• Files may be updated, and recipients should always see the latest version
• You want to avoid sending large email attachments
• You need a cleaner and more controlled sharing method

Because the files remain in Cartularius:

• There is a single source of truth
• Updates do not require resending documents
• Access can be managed centrally

Security and control

External Links are designed to balance ease of access with control.

Depending on your organization’s setup, links may:

• be time-limited
• provide read-only access
• be disabled when no longer needed

This makes External Links suitable for sharing with customers, partners, or vendors.

When should I use External Links instead of email?

Use External Links when:

• Access should last longer than a single email exchange
• Documents are updated frequently
• You want recipients to always see the current version

Use email sharing when:

• You are responding to a specific message
• Sharing is short-lived or contextual