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Access File Section

The Drive feature allows users to share file folders with suppliers for seamless collaboration. This section explains how to share folders and send email invitations one file at a time.

File sharing enables suppliers to access folders containing product documents, specifications, or other critical files. Sharing must be explicitly configured, and invitations must be manually sent for each file or folder shared.

Quick Check - Before You Start
  • Open Drive from the left-side widget panel on the supplier portal home page
  • Confirm the folder shows a blue share icon (shareable); gray means sharing is not available for that item
  • Plan to run Share and then Email in sequence—each folder share needs its own invitation send

Steps to Share a File Folder

Step Description
1 On the homepage, click the Drive icon located in the left-side widget panel.
2 Locate the folder you wish to share and verify its location.
3 In the Actions tab, click the Share icon:
- Blue icon = shareable
- Gray icon = not shareable
4 Select the Supplier from the list who should receive access to the folder.
5 Click Save to confirm sharing permissions.
6 Still in the Actions tab, click the Email icon to initiate an invitation.
7 From the drop-down list, select the appropriate Type of email.
8 Click Send to deliver the invitation.
Optional: Add a Subject and Message if needed.
Supplier Email Confirmation

After sending the invitation, the supplier receives an email with a direct link to the shared folder. Clicking the link grants them access for collaboration.

Notes

  • Only one file or folder can be shared at a time.
  • A folder must be in a shareable state (blue icon) to enable sharing.
  • Email invitations must be manually triggered after each share.
  • The Subject and Message fields in the email are optional but useful for providing context.

Troubleshooting

Why is the Share icon gray and I cannot share the folder?

Only items marked as shareable can be linked to a supplier; gray indicates sharing is disabled or not allowed for that location.

Steps to resolve:

  1. Confirm you selected the correct folder and that your instance allows Drive sharing for that content
  2. Try another folder that shows the blue share icon
  3. Ask your instance administrator to verify Drive permissions or folder configuration if all icons stay gray
The supplier says they did not get access after I clicked Save—what did I miss?

Saving share permissions does not email the supplier; you must send the Email invitation separately.

Steps to resolve:

  1. In Actions, confirm Share is saved with the correct Supplier selected
  2. Click the Email icon, choose the Type, optionally add Subject and Message, then click Send
  3. Ask the supplier to use the link from the email and to check Spam or Junk if nothing arrived
Can I invite multiple suppliers or send one email for several folders?

This workflow is designed for one folder (or file) at a time and a targeted invitation per share.

Steps to resolve:

  1. Repeat Share and Email for each additional folder or supplier as needed
  2. Use the optional Subject and Message fields to clarify which folder each message refers to
  3. Coordinate with your instance if you need a broader content-sharing pattern outside single-folder invites