Work Item Panel
The Secure File Exchange panel is where you work with links: you create them, copy them for your customer, download the files that arrive, and end links you no longer need. Every link of the work item appears in the panel as a card.
Add the panel to a work item
The panel is added once per work item, and then stays there for everyone who opens it.
Open the work item's app actions
On the work item, open View app actions, the menu of the apps installed on your site.
Choose Secure File Exchange
The panel opens on the work item. On a Jira Service Management work item, the app also has its own Secure File Exchange button under the summary.
The work item's View app actions menu, open, with Secure File Exchange in the list.
Who sees the panel and who can act
Anyone who can see the work item sees the panel, its links and the files that arrived. Creating, revoking and unlocking links is for the people your Jira admin allows (see Who Can Create Links). Everyone else sees the links without the buttons.
Until the work item has a link, the panel says No links yet. People who can create links also see the two buttons and a line on what each does.
What a link card shows
Each card is titled File request (a link that collects files) or Shared files (a link that sends them), and shows:
- the link's state, such as Active or Expired;
- when the link expires, or when it ended;
- what the link was set up with: Documents and images only, Password protected, or the downloads used, such as Downloads: 1 of 3;
- its files: the ones the outside person sent, or the ones you shared, each with a download button.
One active File request card with two received files, and one active Shared files card showing Downloads: 1 of 3.
Refresh reloads the panel, for example while you wait for a customer's files.
Link states
| State | What it means | What the outside person sees |
|---|---|---|
| Active | The link works. | The page to send or download files |
| Expired | The expiry date has passed. | This link has expired |
| Revoked | Someone revoked the link, or the app did, for example when the project was moved to the trash. | This link was revoked |
| Locked | Someone entered a wrong password 10 times. | This link is locked |
| Download limit reached | Every shared file has been downloaded as many times as the limit allows. | The download limit was reached |
Links that have ended move to Past links, a section you can expand at the bottom of the panel.
Copy the link and the message
While a link is active, its card has two buttons:
- Copy link copies the link alone.
- Copy message copies a short message for the outside person, with the link, the date it works until and what it accepts. Paste it into the email or chat you already use with them.
The app does not send email itself. The message is in English and follows the link's settings, for example:
Hi,
Please upload the files using this secure link:
https://…
The link works until October 22, 2026. Only documents and images are accepted. The link is protected by a password,
which I'll send separately.
For a Shared files link, the message says You can download the files using this secure link and, if the link has a download limit, how many times each file can be downloaded. The date is in your own time zone.
Revoke a link
Revoke link ends a link at once. Confirm in the dialog: the person you sent it to loses access right away, and a revoked link cannot be turned back on. Revoke a link you sent to the wrong person, or one whose settings need to change: a link's settings are fixed when it is created, so create a new link instead.
Revoking a link does not delete its files straight away. They stay in the panel until the retention period ends.
Unlock a link
After 10 wrong passwords a link locks, and the app comments on the work item to tell its creator. Unlock link lets the outside person try again. If you think someone is guessing, revoke the link instead. See Passwords and Locked Links.
After a link ends
A link that has ended keeps its files for the retention period your admin set, and the card says Files will be deleted with the date. After that, the file names stay on the card, marked Deleted with the date, so the work item keeps a record of what was exchanged.