When the question is who should be allowed to open the link.
File access based on time
Expiring links for files that only need to stay available for a while
The use of files doesn't stop when you're done with them. A customer may only have to view a file during the process of reviewing it, but the initial version of that file will continue to be accessible by your team. "Expiring links" are meant to separate these two uses.
Expiration settings will set a deadline for access to the shared link. However, this does not make the uploaded file a "temporary" upload nor does it auto-delete the file after the specified date.
This is a useful distinction to make when you would like to retain access to a file, however you no longer wish for a previous public URL to be functional.
Link lifetime and file lifetime
The link can end while the file stays
Expiry is easier to understand if you treat the shared link and the stored asset as two different entities. The file will be stored in Media2URL, however access via one link can end at the chosen date/time.
As long as the internal use of a design remains relevant to a team's needs once the client has completed their review of the design, then deleting the design asset would create a loss for the team as they continue to need the asset. Conversely, keeping the old review link active when the review process has ended provides no real benefit. An expiration feature allows for both of these time frames to exist independently.
When files can be used for other projects in the future, if they are part of a file's history, or if they will be shared via another new link, then the reason why the file stays in the library is the same. The previous external link does not need to remain active just because the file itself is valuable.
The expiration date will change what can be accessed via the link, but it will not affect the type of file that is being uploaded. The uploader who created the asset has the ability to determine which formats are acceptable for upload, any maximum sizes allowed for uploads, and other settings.
Time based access
Expiry does one job
The time that a link will remain valid is determined by its "expiration date." This does not determine which individuals are authorized to access the link.
That's why a file may require private access or a password, regardless of if its link will expire tomorrow. The expiration date simply determines how long the file will be accessible to others; it does not determine who has permission to view the file.
The separation of downloading and viewing limits is similar to the separation between the controls on each. Both types of controls affect various aspects of the sharing process.
Control comparisons
Similar controls can lead to very different results
| Control | What it changes |
|---|---|
| Expiry | How long the link keeps working |
| Private access | Who can open the file through workspace access |
| Password protection | Whether the recipient has to enter the configured password |
| View or download limits | How many allowed uses can happen before access stops |
| Disable link | Stops access before the selected expiry time |
| Delete asset | Handles the stored file itself |
These controls may be positioned next to each other as long as the upload process supports doing so. Each control is an alternative to the other.
For instance, a confidential document with an expiration date of two days ago would remain accessible to anyone who was able to obtain the link to the document, provided no additional access controls were put into place.
When expiry fits
Use it when the shared access has a clear end
Expiry is most appropriate when you are aware that someone's use of your data will only last a short period of time, although the files can continue to be used after that. For instance, if you have a client review which will end next week, or if you have a support document that is required for investigation into a problem and can then be removed.
The primary issue with regards to files being "temporary" isn't if they are; rather, it is whether there is a natural termination date for the access to the files.
This is why this feature can be used with a saved document, image stored in the library or any other type of support asset that needs to stay in the user's account even after the external link expires.
A website asset is a very different case
An image used on a live website will be downloaded each time a user visits the site. This is also true for files which are referenced by long-term documentation or materials that are accessed on a regular basis.
Even if the URL used for an asset has expired before the page that requires the asset ceases to exist, the asset will no longer be loaded.
For this type of application, a standard link would typically be more appropriate. Expiry can be an effective feature when the duration of the share is defined prior to starting the sharing process.
Temporary Upload starts from a different idea
When starting a temporary image upload or temporary file upload, it begins with another goal: to convert an Image to a URL using either the Image to URL Tool or the File to URL Tool. After selecting the tool you want to use, select an expiration option that is allowed by your account prior to generating the link.
Expiring links are more inclusive. A file can exist within the standard Media2URL library, but will require a temporary link to share with others which will expire after some time. Although the ability to use the asset will continue beyond the expiration date, the user will no longer be able to use the link provided.
The recipient will eventually find that both links are unusable. However, the reason for the file being uploaded is different and so is whether or not you wish to keep the file associated with your account after downloading.
Expiry does not pull back files that were already downloaded
Suppose someone downloads a file when the download URL remains valid. At some point after the download was initiated (and the timer has expired), Media2URL may no longer provide access to the old download URL. However, Media2URL cannot delete the copy that was previously saved to that user's computer/device.
If downloading files from your computer is a worry, then an expiration date will not be enough to prevent this. You may also want to look at what other security features exist in Security & Access since how files are downloaded can be controlled separately in some cases.
A view limit does not work like a timer
A seven-day link's availability is based upon time. During those seven days, the link will remain open unless a different option ends access earlier.
One-view setting is managed through usage. Once you've used up your allotted views, you may lose access within as little as a few minutes.
Both are capable of making a link inactive at a future date, although each does so in its own way.
You can stop access before the expiry time
Sometimes a link will expire before its anticipated expiration date. An example of when this occurs would be if the client approved your work in two days, your help desk ticket was closed rapidly, or your contractor completed their project.
If a user wants to disable the link prior to the end of the timer, they may do so from the dashboard where applicable. If the underlying library is needed internally after the link has been disabled, it can continue to exist.
Before you use expiry
A few checks are worth making first
- Be certain the file is actually set up for a specific amount of time to be shared. If you use an active permanent web site item, and the URL for that item ceases to exist while other pages continue to rely upon that URL, then you may experience issues with your site functioning properly in the future.
- Remember that after expiration you will no longer have access to files via the link. However, files previously downloaded by users will still be available for their use.
- Treat privacy separately from time. A link that expires soon is still not private unless an access control also restricts who can open it.
- See what the current uploader offers in terms of how long you can choose to have your item posted. The types of posting options available will vary based upon the type of uploader used and the plan that was purchased.
Questions about expiring links
Frequently asked questions
The uploader will have options to choose from: 1 Day, 1 Week and 1 Month. If your account supports it, then there may be other options available to you like 1 Year or Lifetime. These options will vary depending upon what type of uploader you are using since some uploaders (e.g., temporary upload pages) do not allow users to select from all of the same options as others (e.g., standard upload pages).
When the user-selected date/time has passed, the URL will no longer provide access to the user's files. Users who click on the old URL will see either an "expired" or "not available" message. While the original file can remain within the user's media2url account, unless the user takes action to remove the file or manage it via the file controls, the file will continue to be accessible.
Where these two options are available, yes. Private access determines who will be able to view the file and expiration determines how much time you have left to use that method of accessing the file. Both methods address different aspects of the same issue of sharing.
Yes, assuming that the user has sufficient control over the files associated with the given asset to delete them. The expiry timer does not require the files to be kept on the server for the length of time specified by the user. Deleting an asset and allowing a link to expire are two different things. Therefore, the decision regarding which action to take depends upon whether you simply wish to prevent users from accessing the files or whether you also want to remove the files themselves from the system.
No. The downloaded file remains on the recipient's computer/device even after the link expires. It will remain accessible via the original download path (URL) until the recipient deletes it from their system. The expiration merely prevents someone else from downloading the file at a later time by accessing the Media2URL link.
No, the expiration of a link is determined by a period of time, whereas access to a link that may be viewed once is determined by the number of times that you can use the link. When a link that allows only one viewing is opened, it could end almost instantly. On the other hand, an expiring link will continue to function until the date and time that you specified when you created the link, unless there are other restrictions that would prevent it from functioning longer.
Generally no, as long as the image on the site is continually used. If the link expires and the page referencing it continues to point to that same URL, it could lose connection to the image. A more permanent link would be better for files that will be a constant part of your site or long-term documents.
Expiring links refers to a feature of time management for supported uploaded files. Temporary file uploading is a separate process which has been developed to provide users with an option to share files for a limited period of time. Although both features provide users with an opportunity to establish access to files that will expire at some point in the future, there may be different options for how long users can allow access to files and how they can go about establishing such access.
Next steps
Explore related access and upload tools
For view limits, downloads, password controls and disabling.
For files created specifically for short term sharing.
For image sharing for a short period.