Sharing & Permissions

Share files and folders with other Pentos users and choose exactly what each person can do. Owners and Admins can share; everyone you share with gets a notification.

How to Share

1. Right-click the file or folder, or click its three-dot menu, and hover over Share.
2. Click Share With.
3. Search for people by name or username and choose a role for each. New shares start as Editor.
4. Save.

The Share menu also has:

• Copy Link: copies a Pentos link to the file or folder. Only people who have access can open it.
• Manage: change someone’s role or remove their access.

To give anyone a link, including people without a Pentos account, put the file in your Public library instead. See Private & Public.

Roles

• Viewer: can open, preview and download the file, and read its comments.
• Editor: everything a Viewer can do, plus editing the content, renaming, commenting, and saving or restoring versions.
• Admin: everything an Editor can do, plus sharing with others and managing who has access.
• Owner: the person who created the file. Moving, archiving, restoring and deleting stay with the Owner alone, whatever role anyone else holds.

Changes someone makes to a shared file, such as edits and new versions, count toward the Owner’s storage.

Sharing Folders

When you share a folder, everything inside it is shared too, including files and subfolders added later. Recipients see new files as soon as they are added, with no need to share each one.

Because of this, Pentos tells you before you add anything to a folder you have shared: everyone it is shared with will be able to see the new item.

When you share something that sits deep inside your folders, recipients can see the folders above it so they can find it, but not the other files in those folders.

Shared With Me and Shared By Me

Open the Shared tab in Files and choose:

• With Me: people who have shared files and folders with you.
• By Me: people you have shared files and folders with.

Click a person to see what is shared between you, laid out in the sharer’s own folders. Use the Private and Public tabs at the top to switch libraries. The Shared tab shows a badge when something new is shared with you.

New files and folders you create while in Shared are saved to your own files, and you can share them from there.

What Recipients See

• Checked files only: a newly uploaded file appears for recipients once it has passed its security check.
• Removing access: when you stop sharing a file, the person can’t open it in Pentos anymore. A link they already opened can keep working for up to 30 minutes.
• Archived or deleted items: if the Owner archives or deletes a shared item, recipients lose access and are notified. If the Owner restores it, access comes back.
• Downloads: when someone downloads a file you shared, you get a notification.
• Edited images: wherever a shared image appears, recipients see its newest version.

Activity

Changes to who has access are recorded in Logs, and the people involved are notified.