How do I upload and access my company's documents?

For information on how to upload new documents to your gallery, see: How do I upload one or more files to my Image or Document Galleries?

To access the Documents Gallery, go to “Assets” > “Non-Personalized Assets” > "Documents".

In the Document Gallery section, you can view all documents available to you. You can choose the layout of your gallery using the “Thumbnail View”, “List View”, and “Flyout View” buttons.

If you are having trouble finding a specific document, you can narrow your search by folder or filter, or search for records (if you know the name).

Document Gallery - Copy Links for Restricted and Unrestricted Files

The Document Gallery now allows users to copy links for uploaded documents and PDF files and use these links externally. Access to a linked file depends on whether the file is restricted or unrestricted, so protected content remains secure while unrestricted content can be shared freely.

Key Highlights

Links can be copied for documents and PDF files uploaded to the Document Gallery.
Copied links can be opened in a browser or shared through other channels.
Restricted files require users to log in before they can be accessed.
Unrestricted files can be accessed externally without logging in.

Copying Document and PDF Links
Click the link icon on the document or PDF in the Document Gallery to copy its link.
Paste the copied link into a browser, or share it through email, documents, or other communication channels.

Access to Restricted Files

A document or PDF is treated as restricted when the Is Restricted option is enabled on the file’s edit screen.

Users must log in to their accounts to access a restricted file through the copied link.
Users who are not logged in cannot access restricted files.

Access to Unrestricted Files

Unrestricted files can be accessed externally without logging in. The behavior depends on the file type:

PDF files: When a copied PDF link is opened in a browser, the PDF opens directly in the browser.
Document files: When a copied document link is opened in a browser, the document is downloaded directly.

Benefits

Enables users to share document and PDF links externally.
Maintains access restrictions for protected files.
Provides convenient browser-based access to PDFs and direct downloads for documents.
Removes the need to download and re-attach files when sharing them.

Conclusion

Copyable links in the Document Gallery make it easier to share documents and PDF files outside the platform. Restricted files remain protected behind a login, while unrestricted files open or download directly, giving users a simple sharing option that respects existing access controls.