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Akord

Invites, sharing and access control on Akord

Learn how to seamlessly invite collaborators, manage access controls, and share both private and public vaults in Akord.

25 Jun 2024
Clock 10 mins

Summary

Inviting people to a private vault

  • Access invite options from the top right menu
  • Two main invitation methods: email and airdrop access

Email invitation

  • Enter colleague's email address
  • Set access control:
    • Contributor: can upload and send messages
    • Joint owner: can perform high-level actions
    • View only: can view and download data
  • Add a personalised message with the invite
  • If the invitee doesn't have an Akord account, they'll be prompted to create one.

Airdrop access

  • Allows people without Akord accounts to contribute
  • Toggle on "airdrop access"
  • Identify invitee (name or email)
  • Set access level (contributor or view only)
  • Set expiry date for the link
  • Set allowed storage amount (default 100%)
  • Generate and share the link

Managing access

  • Access "Manage Access" from the Vault menu
  • View all users with access to the Vault
  • Change permissions or revoke access for any user
  • Save changes to apply modifications

Security considerations

  • Private vaults: data is encrypted
  • Airdrop access links contain encryption keys
  • Be cautious when sharing airdrop access links
  • Invited users with Akord accounts use their encryption keys

Public vaults

  • Create a public Vault using a template (e.g., NFT assets)
  • Share Vault option available in the Vault menu
  • Generate a public link to share on social media
  • Anyone with the link can view the Vault's contents
  • Viewers can access the media gallery and browse files

Questions? 

Join the Discord to reach the team

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Transcript

Hello Akordians. Here we are in a private Vault, and we're going to be talking about inviting people to this Vault, sharing the data, and setting some access control.

If we go over here to the top right and drop down this menu, the first option is invite. Click that and we'll have a few options at our disposal. We can invite someone with their email address. Let's assume or imagine that I'm inviting a colleague called Tim. If they already have an Akord account, then we'll pick that up and invite them to this Vault. They'll see it in their Vault list and be able to drop straight in, simple as that.

Over here we can set the access control. Tim could be a contributor and upload to the Vault, send messages, and so on. They could be a joint owner, and if we did add them to the Vault as an owner, we would then have the option to leave the Vault. This is interesting because we can effectively transfer ownership of the Vault. Owners can deactivate vaults, rename vaults, and do these kinds of high-level actions and have all of the control that you have. Or finally, we could set Tim with view-only permissions so he would only be able to view data and download it.

Then we can continue and add the rest of our team and do a batch invitation to the Vault, and set different access control for various invites. We can also add a message that will arrive in Tim's inbox along with the invite. We could use this to add context, explain why we are inviting this person to the Vault, and what we want them to do - anything you like.

That's the straightforward invitation using email. If the person does not have an Akord account, we would prompt them to create an account first. But up here we have this option: airdrop access. This gives you the ability to airdrop people into the Vault, if you will. They don't need an Akord account, they can contribute to the Vault, and they don't even need storage to contribute - they would use your storage. This is really useful for collaborating with people in a really streamlined way.

Toggle this on and then add and identify. You don't need to necessarily use an email address; we'll just use the name of the person, Tim. Then we just have contributor or view-only options. You can't use airdrop access to give someone ownership of the Vault. Next, you set an expiry date for the link that you're going to generate. We'll assume Tim's just going to upload one file; he only needs a few days to do so, and we'll set the date accordingly.

Next, we're going to set the allowed amount of storage that will be associated with the link, so effectively how much storage this person gets to use of yours. By default, it's set to 100%, but that would enable this person to, in theory, keep uploading data until they use all of your storage. Perhaps that could happen by mistake even if you trust the person. So if you know how much data they need, let's say I know he only needs to upload a 1 megabyte file, then I just set 2 megabytes for the link.

Click generate link and now the link will appear below. Copy it to our clipboard, I'll open up a new window and paste that in, and we're now joining the Vault from this perspective, from Tim's perspective. If I go over to chat and write a message, then you'll see here Tim.

Closing that down and going back to our original account, those are the two options that we have for inviting people into the Vault. Add them in a more concrete way through email and that user will have an Akord account, or airdrop them in access if you just need them to check something out or just upload one file, for example. That's a super handy feature.

Okay, coming back out here, let's open up the Vault menu and the second option: manage access. This is where we get to change the access control or remove someone from the Vault. You can see this is just a test account I've created up here, and then this was the airdrop Access Link. We can see Tim's link, the date that expires, and he was given contributor access control.

If I open this out, I can revoke access. If I select that and then save changes, then that link will no longer work. It would have been revoked, and now that person is removed from this manage access screen. It would work the same for a normal invitation via email. You would see what permissions they have, and then you would have a dropdown and you would be able to change those permissions or indeed revoke them from the Vault.

Those are the options for private vaults. You can't just generate a general link for the Vault and share it because the data is encrypted. So you need to either create this magic link with airdrop access, which contains the encryption keys within the link - that does have some security risks because if that link falls into the wrong hands, then the person who has that link has access to your Vault, so consider that before using that feature - or we can invite people in and once they have an Akord account, we're using their encryption keys to re-encrypt the Vault. So now you and the person invited have the ability to decrypt the data.

If you create a public Vault, then you have some different options. I'm just going to create a new Vault using the NFT assets template and I'll just call it public Vault. With the public Vault, we don't face the same limitations in regards to encryption, of course.

I could go ahead and from the Vault menu - let me just drop a few files in so we have something to look at in this Vault - from the Vault level menu here, I have this share Vault option. I can invite people into the Vault in the same way because maybe I want them to contribute, add more data, help me manage the data. But if I want to, let's say, share the Vault on social media, I can go ahead and click Share Vault and copy this link. Because it's public, that means anyone clicking that link can actually come in to the whole Vault itself and see all of the data in the Vault. Then they could go ahead and start viewing the data. Clicking a file name opens up the media gallery, and we can skip through and check out all of the contents of the Vault.

So those are the options for sharing private and public vaults and how we can set access control for collaborating with others. Hopefully, you found this video useful. If you do have any questions on these topics, feel free to jump into the Discord where you can reach myself and other members of the team. But until the next video, take care and we hope you enjoy using Akord.

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