Best Practices for Secure Public Sharing

Public Share Links and QR codes are powerful tools. With that great power comes great responsibility (sorry for the Spiderman quote).

Here are a few simple ways to keep sharing clean and intentional.

1. Create Purpose-Built Folders

Instead of sharing a large, complex folder, create a new folder that contains only the files you want visible.

This reduces risk and keeps the experience clear for the recipient.

2. Keep Files at the Root Level

Public folder links only expose files in the root of that folder. Subfolders are not included.

Place all shareable documents directly inside the folder before generating a link.

3. Avoid Mixing Internal and Public Files

Do not store internal-only files in the same folder you plan to share publicly.

Separate folders prevent accidental exposure and reduce confusion later.

4. Think Field-First

Public links are ideal for:

• Job site signage

• Inside panels or mechanical rooms

• Vendor instructions

• Short-term inspections

If someone needs fast access without onboarding friction, a QR code is often the right solution.

QR linked files do NOT include layers or annotations, they are the base file, so alway weigh the need for a Public Link vs an Invitation to the project as a free collaborator (no cost for them to join)

5. Review Before Publishing

Before sending a link, take a quick look at:

• Folder contents

• File names

• Document versions

A 10-second review prevents long-term confusion and potential clean up.