Choose an appropriate destination
A project conversation may include guests or members from several teams. Check its membership and privacy settings before attaching a file or posting a link. A descriptive channel name is not a substitute for verifying access.
Check the link itself
A file can be stored in a separate system with its own access controls. Confirm whether a link is restricted to named people, an organization, or anyone who has it. Give only the access required and avoid public links for sensitive material.
Keep the record maintainable
Share the current source rather than multiple stale copies when possible. Include a short description and the action required. Follow your organization’s retention, classification, and external-sharing policies.
Check both sides of a shared link
A project member posts a document link in a conversation. Two permission systems may be involved: the conversation determines who can see the message, and the storage system determines who can open the file. Verify both before sharing, particularly when guests are present. If a public link is unnecessary, use the narrowest supported setting. After the project ends, review access and the current version under the organization’s records policy.
Choose the next step
| Situation | What to check |
|---|---|
| The recipient cannot open the file | Check the storage permissions and intended account. |
| The channel includes guests | Verify whether they are authorized for the file. |
| The wrong audience received a link | Restrict access and follow the incident process. |
A practical checklist
- Check the conversation’s audience.
- Review the file’s classification and contents.
- Verify link permissions in the storage system.
- Share the current version with clear context.