Sharing

Overview

Do you need to share confidential documents with a family member? Or maybe you want to share your Wi-Fi password with a friend. Sharing is one the most common use cases of password managers. Keeper offers various easy-to-use sharing solutions with a range of accessibility permissions to fit all of your sharing needs.

Types of Sharing

• Share a Record - easily share a single record with another Keeper user and choose from various permission types to control access (can edit, can share, can edit & share, view only and transfer ownership).

• Share a Folder - share multiple records at once by sharing a folder with another Keeper user or users. Set permissions that govern the records and users within the folder.

• Share a File - securely share files with other Keeper users via record or folder sharing.

• One-Time Share - provides time-limited secure sharing of a record to anyone, even if they don't have a Keeper account.

• Time-Limited Access - share records and folders with other Keeper users on a temporary basis. To learn more, click here.

• Self Destructing Records - share records with user's outside of Keeper, while automatically deleting the record from your vault and disabling the share link at specified time. To learn more, click here.

Share a Record

Click the Share button.

From the "Add People" tab, click within the email address field and enter the email address of the Keeper user you would like to share the record with.

Click the dropdown arrow to set their permission level (can edit, share, edit & share, view only and transfer ownership) and click Add.

If this is the first time you are sharing with this person, you will first need to establish a "sharing relationship". The user will receive an email prompting them to login to Keeper and either accept or deny the share request. Once you establish a sharing relationship, the user will appear in the email dropdown list.

Business and Enterprise users within the same tenant already have an established sharing relationship and don't require additional verification.

The list of users the record is shared with will now appear in the record's sharing screen. You can make changes to the User Permissions at any time by clicking on the dropdown arrow next to the user's email.

User Permissions

User Permissions are designed to control the permissions a user has over the record that is shared with them.

Share a Folder

Shared folders allow you to share multiple records at once and new records can be added to the folder as needed.

Create a Shared Folder

To create a Shared Folder, click Create New > Shared Folder.

Choose where you would like to nest the folder using the dropdown menu and enter a name for the folder. Set the User and Folder Permissions and click Create.

Add Records to a Shared Folder

You can add records to the folder by a simple drag-and-drop or you can click Edit and add the records using the record search bar.

Set the record(s) permissions by clicking on the dropdown arrow next to the record.

Record Permissions

Record Permissions are used to govern folder members' (users) interactions with each individual record in the folder. You can access these permissions from the "Records" tab and click on the dropdown next to the record name.

Share a Folder with Other Users

From the "Users" tab, click within the email address field and enter the email address of the Keeper user you would like to share the folder with.

You may need to establish a "sharing relationship". The user will receive an email prompting them to login to Keeper and either accept or deny the share request. Once you establish a sharing relationship, you can share the record and the user's email will appear in the email dropdown list.

Business and Enterprise users within the same tenant do not need to approve a sharing relationship.

Set the User Permissions by clicking on the dropdown arrow next the user's email.

User Permissions

User Permissions are used to govern each individual user's ability to add or remove records and other users to the folder. You can access User Permissions from the "Users" tab and click the dropdown next to the user's email.

Subfolders

To create a Subfolder within a Shared Folder, right-click on a Shared Folder and select New Folder. Enter the name of the Subfolder and add records via drag-and-drop or using the record search bar.

While viewing the records within a Shared Folder, click Edit and check the box next to “Show subfolder records" located in the Records tab to include those records in view or leave it unchecked to collapse them from view.

Default Shared Folder Settings

Default Shared Folder Settings are configured in order to easily set folder permissions for all users and records within the folder and subfolder(s). These are selected upon the initial creation of the Shared Folder but you can change them at any time by clicking the edit icon in the upper right corner of the shared folder.

If you would also like to apply the permissions change to your subfolder records, you must first check the box next to "Show subfolder records" located within the "Records" tab.

Next, select the "Settings" tab and click each dropdown arrow to set your default "User" and "Record" permissions for the folder.

Optionally, check the box next to "Apply permissions to existing [x] records" to apply the changes to any existing folder records. You can also check the box next "Apply permissions to all subfolders ([x] records)".

Once the default folder settings are configured, it will only affect users added after the change was made. To edit permissions for the users added prior to the default settings change, edit them individually or through a bulk change from the "Users" tab.

A bulk change can be achieved by checking the box next to "Name" and clicking the "Permissions" dropdown to make your selection.

Once all changes have been made, click Save.

Granular Shared Folder Permissions

Record edit rights are defined by record-level permissions (which can be set by default on the folder settings tab). In a situation where teams must have different rights to the same records inside a folder, there are two solutions:

• Using view-only teams:

From the Admin Console, users can be added to view-only teams, which are teams with the "Disable record edits" flag enabled:

These teams can then be added to the Shared Folder's Users tab to grant different rights to the folder's content:

• Using separate Shared Folders and shortcuts:

If view-only teams are not feasible for any reason, different Shared Folders can be created with different record-level permissions, with specific users/teams added to either Shared Folder. In order to keep the same records across all Shared Folder copies, shortcuts should be created:

Deleting & Leaving a Shared Folder

A user with access to a Shared Folder has the option to remove themselves from the Shared Folder. If the user has been granted the Can Manage Users & Records permission, the user also has the ability to delete the Shared Folder.

Share a File

Keeper offers Secure File Storage to protect your confidential files, photos, and videos. Securely upload and share files such as passport photos, medical cards, drivers licenses, tax and loan documents, videos and any other private files.

To share a file you can either create a New Record or Shared Folder or add a file to an existing record or shared folder.

To upload a file to a new or existing record, click Files or Photos or simply drag-and-drop the file directly into the record.

Now you can share the record like you would any other record by clicking the Share button (more on that here).

One-Time Share

Keeper "One-Time Share" provides time-limited secure sharing of a record to anyone who doesn't have a Keeper account. One-Time Share is the most secure way to send confidential information without exposing information over email, text message or messaging.

Sharing Security

Record sharing utilizes Elliptic Curve (EC) encryption. To learn more about Keeper's sharing encryption model, click here.

• Keeper is a zero-knowledge security provider. Zero-knowledge is a system architecture that guarantees the highest levels of security and privacy. Encryption and decryption of data always occurs locally on the user's device.

• Just like our password encryption technology, Keeper protects your confidential files with 256-bit AES encryption using record-level keys.

• The encryption model implemented for one-time sharing uses the same technology as Keeper Secrets Manager, a zero-knowledge and zero-trust platform for protecting cloud infrastructure.