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End User Guide 8 min read

Sharing Files and Folders

AXIS CloudSync gives you multiple ways to share files securely — from standard share links to password-protected, expiring secure shares. This guide covers all sharing methods and HIPAA-compliant best practices.

Types of Shares

Share TypeBest ForPassword ProtectedExpiration Date
Share LinkInternal team members, low-sensitivity filesOptionalOptional
Secure ShareExternal recipients, PHI, sensitive documentsYes (required)Yes (required)
Team ShareOngoing collaboration within your organizationN/AN/A
Guest AccessExternal collaborators needing ongoing accessVia loginAdmin-controlled

Important

For any file containing Protected Health Information (PHI), always use a Secure Share with a password and expiration date. Standard share links do not meet HIPAA requirements for ePHI transmission.

Sending a Secure Share

A Secure Share sends a notification email directly to the recipient with a password-protected, expiring link. The recipient must enter the password to access the file. This is the HIPAA-compliant method for sharing sensitive documents.

  1. 1Right-click the file or folder and select Share → Send Secure Share.
  2. 2Enter the recipient's email address.
  3. 3Set a Password — this will be displayed to you once so you can communicate it to the recipient separately (e.g., by phone).
  4. 4Set an Expiration Date. For PHI, we recommend no more than 7 days.
  5. 5Optionally add a personal message to the notification email.
  6. 6Click Send. The recipient will receive an email with the secure link.

Important

Never include the password in the same email as the share link. Always communicate the password through a separate channel (phone call, separate email, or in-person).

Managing Your Shares

View and manage all your active shares from the Shares tab in the web portal.

  • Shared by Me — Lists all links and secure shares you have created, with recipient info, expiration dates, and access counts.
  • Shared with Me — Files and folders others have shared with you.
  • Revoke — Click the X next to any share to immediately revoke access. The link will stop working instantly.
  • Edit — Change the expiration date or password on an existing share.

Guest Access

Guest Access is for external collaborators who need ongoing access to specific files or folders — not just a one-time download. Guests receive a limited login that only shows the content shared with them.

  1. 1Click the Guests tab in the web portal.
  2. 2Click Invite Guest.
  3. 3Enter the guest's email address.
  4. 4Select the files or folders to share with the guest.
  5. 5Set permissions: View Only, Download, or Upload & Download.
  6. 6Click Send Invitation. The guest will receive an email with login instructions.

Note

Guests cannot see any other files in your organization — only the content explicitly shared with them. Guest accounts are managed from the Guests tab and can be revoked at any time.

HIPAA Best Practices for Sharing

  • Always use Secure Shares for any file containing PHI or ePHI.
  • Set expiration dates of 7 days or less for sensitive documents.
  • Communicate passwords through a separate channel from the share link.
  • Regularly audit your active shares in the Shares tab and revoke any that are no longer needed.
  • Never share PHI with personal email addresses — only with verified business email addresses covered by a BAA.
  • Review the Activity Log periodically to confirm who has accessed shared files.
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