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How to Share Folders and Files With Users

In this article, we will walk you through the process of sharing files with your team members, clients, and sub/vendors. It all takes a few simple clicks!

Buildern has a comprehensive file library allowing you to keep all your project-related documentation and create a single source of truth.

Whenever you need to share a file or folder with someone, Buildern allows you to:

  • Set customizable permissions for each user to control who can view and edit your shared files and folders.

  • Allow specific users to access your shared content with tailored permissions.

  • Generate PIN-protected QR codes to securely share files with non-Buildern users.

  • Share a single folder or file by copying a link and sending it to non-Buildern users.

Before You Begin: Configure File Permissions

Before sharing files, verify that users have the appropriate permissions for the Files module.

To review or update file permissions:

  1. Click the 9-dot menu.

  2. Select Roles and Permissions.

  3. Choose the desired role from the left-side panel.

  4. Under Files, configure the appropriate access level.

Available access options include:

  • Can view – Users can access all files and folders within the project.

  • Can view items shared with them – Users can only access files and folders that have been explicitly shared with them.

  • Have no access – Users cannot access the Files module.

You can also grant additional permissions that allow users to:

  • Add files and folders

  • Edit existing files

  • Delete files

Once permissions are configured, users will be able to access shared content according to the access level assigned to their role.

👉 Learn more about How to Add/Edit Roles and Permissions

Share Files and Folders with Buildern Users

You can share one or multiple files and folders directly from the project's Files section.

To share files:

  1. Open the project.

  2. Navigate to Files.

  3. Select one or more files or folders.

  4. Click Share.

  5. From the drop-down list, select the users you want to share the selected items with.

  6. Click Save.

The selected users will immediately receive access to the shared files through their Buildern accounts, based on the permissions you've assigned.

ℹ️ Note - Users whose role is set to Can view items shared with them will only see files and folders that have been explicitly shared with them.

Share Files Securely with Non-Buildern Users

If you need to share project files with someone who does not have a Buildern account, you can generate a secure, PIN-protected QR code.

To generate a secure QR code:

  1. Open the project and navigate to Files.

  2. Select the file or folder you want to share.

  3. Click QR Code.

  4. Create a unique PIN for the selected item.

  5. Choose whether to:

    • Download each QR code as an individual PDF, or

    • Download all generated QR codes in a single PDF.

  6. Share the QR code and PIN with the intended recipient.

The recipient can scan the QR code using their mobile device or any QR code reader. After entering the correct PIN, they will be able to securely access and download the shared file.

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