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File Sharing with AnyDB

Overview​

This guide shows how to use AnyDB to securely store, organize, and share files within and outside your organization. You’ll learn how to upload files, organize them in folders, control access, and track sharing—all from within a structured AnyDB environment.

Business Problem​

Traditional file sharing via email, cloud drives, or desktop folders often leads to version confusion, permission issues, and scattered documents. Teams lack a consistent, secure, and trackable way to manage and share business files.

Solution Summary​

With AnyDB, you can:

  • Upload files directly to databases, folders, or inside data documents
  • Organize files with folders and metadata
  • Share files with internal team members, external guests, or via public links
  • Track who has access to each file
  • Preview supported files without downloading (e.g., PDFs, images, video)

Step-by-Step Instructions​

1. Upload a File​

  • Navigate to the relevant Database or Folder
  • Click + New Item
  • Choose File from the item types
  • Drag and drop your file or click to browse

You can also attach files as child items to an existing Data Document or Page.

2. Organize with Folders​

  • Use Folders to group files by project, department, or use case
  • Drag files into folders or create new folders via + New Item > Folder

Folders can also contain data documents and pages, not just files.

3. Share the File​

  • Open the file item
  • Click Share on the top-right
  • Choose:
    • Private sharing with team members or guests
    • Public link sharing with optional view/edit permissions

You can:

  • Set expiration dates or disable links at any time
  • Decide whether to allow access to attachments or related items

4. Track File Access​

  • View who has access in the Sharing & Permissions dialog
  • Update guest or team permissions as needed
  • Monitor shared files using “Shared with Me” or “Publicly Shared” views

Data Model & Structure​

FieldDescription
File NameName of the uploaded document
DescriptionOptional text field for context or summary
Upload DateTimestamp of when the file was uploaded
Linked ItemParent document or folder (if attached)
File SizeAutomatically stored with the file
File TypeDocument, Image, Video, Spreadsheet, etc.
Tags or LabelsOptional categorization using select fields
Shared WithList of team members or public link configuration

Reporting & Views​

Use filters and saved views to track:

  • Recently uploaded files
  • Publicly shared files
  • Files grouped by folder or tag
  • Files shared with external guests

Build dashboards to track:

  • Number of files shared
  • Last accessed date
  • Files by team, project, or status

Sharing & Collaboration​

  • Share individual files or entire folders
  • Assign ownership of files to users
  • Use guest sharing for vendors, clients, or external reviewers
  • Control visibility and permissions with fine-grained roles

Tips & Best Practices​

  • Group related files inside a Folder to reduce clutter
  • Use Tags or Labels to categorize files by type, status, or department
  • Attach files directly to related data documents (e.g., proposals, tasks)
  • Use Preview support to avoid unnecessary downloads

Note: Free plans are limited to 5MB file uploads and 1GB total storage per team. Upgrade to Pro or Business plans for larger files and expanded storage.

Who This is For​

  • Project Managers – sharing briefs, specs, and deliverables
  • HR Teams – distributing and managing HR policies or onboarding docs
  • Designers – sharing media files or creative assets
  • Legal or Compliance – distributing contracts and controlled documents
  • Cross-functional Teams – collaborating on shared folders of files

Why Use AnyDB for File Sharing​

BenefitHow AnyDB Supports It
Unified StorageStore files alongside business records and documents
Fine-Grained SharingPublic, guest, and team-based permissions
Built-In PreviewsView PDFs, images, videos, and docs inside AnyDB
Structured MetadataAdd tags, links, and notes directly to files
Scalable OrganizationUse folders and custom templates to group related files
Unlimited Public SharesShare securely without login (based on access level)

AnyDB brings structure and control to your file sharing—turning isolated file drops into organized, searchable, and secure collaboration hubs.