# 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:

{% content-ref url="workspace-and-drive-permissions" %}
[workspace-and-drive-permissions](https://academy.shade.inc/sharing-and-collaboration/workspace-and-drive-permissions)
{% endcontent-ref %}