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Remote Files — User Guide#

Remote files let you attach files to a record by URL instead of uploading them. The file stays on its original server; B2SHARE stores only the link and monitors whether it remains reachable.

When to use remote files#

Use remote files when:

  • the file is already hosted on a trusted server (e.g. Allas object storage, institutional repository)
  • the file is too large to upload through the browser
  • you want the canonical copy to remain at its original location

Adding a remote file to a draft#

  1. Open or create a draft record.
  2. Go to the Files section.
  3. Click Add remote file.

Add remote file button

  1. Paste the direct URL of the file into the modal that opens.

Remote file upload widget

  1. Click Check to verify the URL. B2SHARE checks that the URL is reachable and returns the file size.

  2. If the check passes, a green indicator appears with the file size.

  3. If the URL is not reachable, a red indicator is shown. Fix the URL and try again.
  4. If the server does not support the required HTTP methods (HEAD / Range-GET), a blue indicator appears. Tick the confirmation checkbox to continue — the file is registered but its size cannot be confirmed.

URL verification result

  1. Fill in the filename (auto-filled from the URL; edit if needed).
  2. Click Add file. The file appears in the record’s file list.
  3. Save the draft as usual.

Supported URLs#

Only URLs from domains approved by the B2SHARE administrator are accepted. If your domain is not on the list, contact the service administrator.

URLs must begin with https:// or http://.

Reachability status#

After a record is published, B2SHARE checks its remote files every day. The result is shown as a coloured indicator next to each file.

Status Colour Meaning
Accessible Green File responded successfully on the last check
Unreachable Yellow File did not respond; issue started recently
Unverifiable Blue Server exists but does not support automated checks
Dead Red File has been unreachable for 14 or more days
Unknown Grey Not yet checked

Preview of a remote file with reachability status

A blue (unverifiable) status does not mean the file is gone — it means the server cannot confirm availability programmatically. The file link is still clickable and may work normally in a browser.

A red (dead) status means the file has been confirmed unreachable for at least two weeks. Contact the owner or the service administrator if this affects your record.

Downloading remote files#

Remote files are accessed directly from their source server. Clicking the file link in a published record opens or downloads the file from its original URL.

B2SHARE does not cache or proxy remote file content.

Limitations#

  • You cannot mix uploaded and remote files for the same file slot.
  • Removing a remote file from a draft removes the link; it does not delete anything from the remote server.
  • After publication, file links cannot be edited. Contact the service administrator if a URL must be updated.

  Last update: 2026-08-11

Last review: 2026-08-11