File sharing: share a file from your cloud

With file sharing, send one file from your cloud to a colleague or referring doctor when the exchange is smaller than a full dental case in Cympha, discuss it in the share's thread and revoke access when done.

Audience: Any Cympha user who wants to hand a file to another person — a colleague, a referring doctor, a designer, a patient's other clinician — without spinning up a full case.

You'll come away knowing: how to send a share from My Cloud, where you and the recipient see it afterwards, and how to revoke access when you're done.

Time required: Under a minute per share, once you know where the button is.

Before you start

You need:

The file already sitting in your cloud at app.cympha.com/cloud. If you haven't uploaded it yet, see manage files in your Cympha Cloud first.
The recipient's email address. Shares are always addressed to a specific email — there is no public or anonymous link. The recipient doesn't need an existing Cympha account: if they're new, the share is bound to their email and appears once they sign up with that address; if they already have an account, it lands in their My Shares.
A reason to share this file rather than create a case. Use a share when: it's a quick handoff, the work doesn't need a treatment plan or approval flow, you just want the other person to look at or download something.

Share vs case — a share is a pointer to one file, addressed to one email. A case is a structured workflow (patient info, files, status, approval, payment). If you want the recipient to do work on the files, create a case instead — see create a case from your cloud folder.

Step 1 — Find the file in your cloud

Open app.cympha.com/cloud. Navigate into the folder that contains the file using the My Cloud browser breadcrumb (My Cloud > ...).

Step 2 — Open the share dialog

On the file's row, click the three-dot More actions button on the right, then choose Share.

A dialog opens with two inputs:

Recipient email — the only required field. Paste or type the address.
Message (optional) — a free-text note that goes with the share. Use it for context like "Updated scan after retake — let me know if framing is OK."

Click Share to confirm. Cympha records the share against the recipient's email and sends them an email from Cympha.

Step 3 — Confirm the share landed

Scroll down to the My Shares section of the cloud page:

Shared by me — every share you've created. The one you just sent appears with the file name and the recipient email.
Shared with me — every share someone else sent to you.

3D-viewable files offer a viewer action on the share card, so the recipient can open the file in Cympha Studio without downloading anything.

Step 4 — Revoke a share

On the Shared by me side, use the revoke action on the share's card. The recipient loses access.

If you change your mind later, share the file again from My Cloud — it'll be a fresh share.

What the recipient sees

When you share with someone:

New to Cympha — they receive an email from Cympha. Once they sign up with the same email address, the share is waiting in their Shared with me section.
Existing Cympha user — they receive an email from Cympha, and the share appears in their Shared with me section.

The recipient can view the file (3D-viewable formats open in Cympha Studio) and download it. They cannot rename, delete, move, or re-share what you sent them, and they cannot see anything else in your cloud.

What happens next

The file remains in your cloud. A share points at the file's stored location, so renaming or moving the file after sharing can break the share — if you reorganise, re-share from the new location.
If you delete the file from My Cloud, the share is effectively broken (the recipient will get a download error). Revoke instead of delete-then-forget.
Remember the 7-day cloud retention: files in My Cloud are kept for 7 days, so a share is a short-term handoff, not an archive. For anything long-lived, attach the file to a case.

Troubleshooting

Toast says the share failed. The most common cause is a typo in the recipient email. Re-open the dialog and try again.

Recipient says they can't see the share. Confirm they're signed in with the exact email you sent it to. If they have multiple accounts, the share is bound to the address you entered, not to any other address they may use. Re-share to the correct address.

Recipient gets a download error. The file may have been renamed, moved, or deleted in your cloud since you shared it — or swept by the 7-day cloud retention. Check that the file still exists where it was when you shared it, and re-share if needed.