Inviting External Collaborators

This guide covers best practices for collaborating with external partners while maintaining security and workflow efficiency.

Understanding External Access

External collaborators can be granted access at three distinct levels:

File/Folder Access

The most granular and secure approach for external collaboration. When you share specific files or folders, collaborators become guests at both the workspace and drive level. They'll see only what they need while maintaining a clean, professional experience.

This level is ideal for:

• Clients reviewing specific deliverables
• Freelancers working on individual assets
• External QA teams reviewing specific content
• Stakeholders who need access to presentation materials

Drive Access

When external collaborators need broader access to a project, drive-level permissions offer a balanced approach. These users remain workspace guests but gain structured access to entire projects. Important: Drive guests cannot mount drives via ShadeFS - they can only access content through the web application interface.

Optimal for:

• External post-production houses
• Agency partners handling multiple assets
• Long-term freelancers on specific projects
• Client teams needing access to full project scope

Workspace Membership

Reserved for trusted external partners deeply integrated into your workflow. While possible, we recommend carefully considering security implications before granting this level of access.

Security Best Practices

Permission Management

• Start restrictive and expand access as needed
• Use guest access as your default for external collaboration
• Remember that drive names are visible to anyone with file access
• Set clear default inheritance levels on drives to prevent accidental exposure

Access Control

External collaborators can progress through permission levels as needed:

1. Start with file/folder access
2. Upgrade to drive access if broader scope is required
3. Convert to workspace membership only when necessary

This progressive approach ensures appropriate access levels while maintaining security.

Practical Considerations

Visibility and Navigation

External guests can see drives in their sidebar when they have access to any contained files. Consider this when:

• Naming drives and folders
• Organizing content
• Planning project structure

Permission Inheritance

• Drive default inheritance settings don't affect external guests
• Explicit permissions must be set when sharing
• Access can be modified or revoked at any time
• Changes to higher-level permissions propagate downward

Client Collaboration Tips

When working with clients:

• Share specific files/folders instead of entire drives when possible
• Use standardized, professional drive names
• Consider creating dedicated client-facing drives
• Set clear permission levels during initial sharing

Common Scenarios

Freelancer Onboarding

Start with specific file access and scale up based on project needs. This maintains security while allowing flexibility as the relationship develops.

Client Review Process

Share individual deliverables rather than entire project drives. This keeps the focus on relevant content and simplifies the review process.

Agency Partnerships

Consider drive-level access with specific permission sets based on project requirements. This balances efficiency with security.

Important Reminders

• External guests retain drive visibility for any shared content
• Permission upgrades can be implemented progressively
• Access can be revoked or modified at any time
• Workspace admins can audit access levels
• Drive guests cannot mount drives - only workspace members and contractors can use ShadeFS

Additional Resources

For more detailed information about permission structures and advanced collaboration features, consult our comprehensive permissions guide:

Workspace and Drive Permissions