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Share a Collection when people need a selected set of files. Share a Source or Source Group when they need access to part of your drive catalog. Each has its own access rules. For organization members, access comes from organization roles plus shares on Sources and Collections. A Collection can also have a shareable web link for people to open in a browser. Source group visibility controls who in your organization can see a group of Sources. You can also share a Collection with a team. Current and future team members get the role you choose, and individual shares can set a different role for one person. For people outside the org, you can invite them individually to a Collection or send a share link. A link shows only the Collection it points to, without the rest of your catalog. Public and password-protected links open in any browser without a 1Archive account. Private links ask recipients to sign in. The web viewer shows the collection’s files exactly as you have curated them. People with the Owner, Admin, or Editor role on a collection can create share links for it. You can create multiple links for the same collection (for example, one per client or project milestone) and delete them independently. When you create a link, you pick how open it is:
  • Public: anyone with the link can view the collection. No password, no login.
  • Password Protected: anyone with the link can view the collection, but only after entering the password you set.
  • Private: people with Collection access through an individual or team share can open it after they sign in and finish any required account setup. Shares on a containing folder count too. They need an organization selected, but it doesn’t have to be yours.
Your org’s Owners and Admins can turn off public or password-protected links for the whole organization. Turning a type off also deletes the organization’s existing links of that type. A type that’s turned off reads Disabled by your organization in the sharing dialog. See Owners & Admins for the org-wide controls.
1

Open the collection's sharing dialog

Click Collections in the left rail, right-click the collection you want to share, and choose Share Collection.
2

Choose the link settings

Under Create new link, pick the access type (Public, Password Protected, or Private). The dialog starts on Private. Set a password if you chose Password Protected. Link Expires starts at 1 Week, and Allow Downloads starts off.
3

Generate the link

Click Generate Link. 1Archive creates a unique URL for the collection and adds it to Active Links. Click Copy to copy the link to your clipboard.
4

Send the link

Share the URL with whoever should have access. They can open it if they meet the access requirements you chose.
A public link has no password: anyone who receives it can view the collection. If you need a password gate, choose Password Protected when you generate the link. Delete any link that should no longer be accessible.
Active Links in the sharing dialog lists every link for the collection, ordered from newest to oldest, with each link’s type, its expiry date, and whether downloads are allowed. Expired links stay in the list until you delete them.
1

Open the sharing dialog

Right-click the collection and choose Share Collection to see Active Links.
2

Delete the link

Click the delete (trash) icon next to the link you want to revoke. Anyone who opens it afterward sees an error page instead of the collection.
Revoking a link does not affect the collection itself or any other links you have generated for it.

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What recipients see

When someone opens a share link, they land on the 1Archive web viewer. They can browse files, view thumbnails, and access metadata included in the collection. Signed-in members use their Collection role, including access through a team; Owner, Admin, and Editor roles can write comments. Visitors without a membership get a read-only view. The link shows only that Collection, without other Collections or the rest of your organization’s catalog.
If you want to share different subsets of files with different audiences, create separate collections for each group and generate a dedicated link per collection.

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Controlling source group visibility

Source groups have a visibility setting that controls which team members can see them. Only Admins can change a group’s visibility or manage its restricted member list.

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Visibility options

By default, source groups are visible to the whole organization. Switch to Restricted when a group contains sources that only certain team members should access (for example, a client’s raw footage that only their assigned editor and producer should see).

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Setting a source group to restricted

1

Open the source group settings

Right-click the source group in the sidebar, or open it and click the settings icon. Select Visibility or Edit group settings.
2

Choose Restricted

Set the visibility to Restricted. The group immediately becomes invisible to anyone not on its member list.
3

Add members

Add the team members who should have access. For each member, choose whether they get Edit access (can add sources to the group) or View access (can see and browse sources only). See Roles & Permissions for how these levels interact with organization-wide roles.
When you switch a source group from Org to Restricted, all organization members who are not explicitly added to the member list immediately lose access to that group. Make sure you add the right people before saving.

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Managing members of a restricted source group

Once a source group is set to Restricted, Admins can add or remove members and change each member’s access level at any time. To add a member: Open the source group settings, navigate to the members list, and select a team member along with their access level (Edit or View). To remove a member: Open the source group settings, find the member in the list, and click Remove. They lose access immediately. To change a member’s access level: Open the source group settings, find the member, and update their access level from Edit to View or vice versa.
Editors and Viewers cannot manage source group membership. Only Admins can add, remove, or change access levels for members of a restricted source group.