External Share is an app that we use basically every day, it's now a part of our solution

Recently, we had the pleasure of speaking with Maria Luisa Frigerio, Chief Operating Officer at DG Prolink, an Atlassian Silver Solution Partner based in Italy. DG Prolink specializes in HR management and business consulting, helping organizations implement and customize solutions tailored to their unique processes and teams. By combining deep expertise in project and process management with agile frameworks, they deliver exceptional value to their clients.

One of the key challenges DG Prolink faces is securely and efficiently sharing content with external stakeholders—including clients, consultants, and partners—without adding them as users to their Atlassian platform. Their solution? External Share for Confluence.

Watch the full interview:

Why DG Prolink Relies on External Share for Confluence

DG Prolink has been using External Share for Confluence for a long time, and it has become an essential tool in their daily workflow. They frequently collaborate with external consultants and clients, and adding them as regular users in their Confluence instance is not a practical or secure solution.

“External Share for Confluence is an app that we use basically everyday with different purposes and especially to share marketing materials or to share documents, to share Confluence pages, even to allow customers or clients or external consultants to be part of our team without being actually users of our Atlassian platform. They can still collaborate with us, so they can share our way of working because we base all of our operations on Confluence, on Jira, on all the Atlassian products."

Since they base all of their operations on Confluence, Jira, and other Atlassian products, it’s not convenient if an external user uses different products. That’s why it’s so important to have a seamless way to include external stakeholders in their workflow. Relying on emails and email attachments is also not the preferred solution, as people can easily become lost in overflowing inboxes and create confusion about the latest version. DG Prolink uses customizable share links instead, which allow external users to:

• View and collaborate on content without needing an Atlassian account.

• Comment and provide feedback directly on Confluence pages.

• Access an always-updated source of truth instead of managing multiple email threads.

The app allows customization of security settings (e.g., viewing permissions, password protection, and expiration dates). With External Share, DG Prolink has complete control over access privileges, ensuring that external users see only what they need to while keeping sensitive data secure.

Use Cases: How DG Prolink Maximizes External Share

1. Collaborating with External Consultants

DG Prolink works with many external consultants who need to review documents and provide feedback. Instead of adding them to Confluence, they simply share specific pages via External Share, ensuring easy and secure access.

External Share makes it easy for consultants to access the right materials without extra onboarding. They get a single link where all relevant documents are stored and updated in real-time.

Additionally, for commercial contracts, an expiration date (deadline) can be set, so the link can’t be accessed after that date, which grants another level of security.

2. Securely Sharing Marketing Materials

DG Prolink also uses External Share to distribute marketing documents, case studies, and white papers. Many of these files contain high-resolution images and graphics, making them too large for email attachments. Instead, they embed External Share links in:

• Newsletters

• LinkedIn posts

• Client communications

This approach ensures that recipients can easily access and download materials without hassle.

3. HR & Hiring Process Efficiency

When new employees join, there is a significant amount of documentation involved - contracts, NDAs, onboarding guidelines, and compliance policies. External Share simplifies the process by allowing HR teams to:

• Store all necessary documents on Confluence.

• Share a single link containing all relevant files.

• Eliminate the need for email attachments, reducing confusion and improving security.

How Did DG Prolink Discover External Share?

The need for secure external collaboration was clear from the start. Being active in the Atlassian ecosystem, DG Prolink sought recommendations from experts.

Years ago, they asked around for the best way to securely share content outside their organization. Fabio Genovese (whose Customer Success Story you can read here ) recommended External Share, and it turned out to be the perfect solution.

Unlike Google Drive, SharePoint, or OneDrive, which raised security concerns, External Share allowed DG Prolink to collaborate externally while maintaining complete control over data privacy.

Seamless Onboarding: A Plug-and-Play Solution

One of the things DG Prolink appreciates most about External Share is its ease of use. Setting up the app is extremely easy - just download it, click the External Share icon, choose your settings, and share the link. It’s incredibly intuitive, and everyone in their company can use it effortlessly.

Favorite Features & Future Improvements

Among the many features DG Prolink loves, a few stand out:

• Multiple share links for the same page → different stakeholders can have different access levels.

• Child page sharing → easily share an entire document set with one link.

• Expiration dates → set time after which the link will no longer be accessible.

• User-friendly interface → ease of use thanks to guided-like setup.

• Granular permissions → get full control over who can see, comment, or even edit the page content.

There is, however, one improvement they would love to see: the option to share only an attachment without creating a page with the attachment to share as a whole. This would be useful in specific cases.

Final Thoughts: External Share as a Game-Changer

For Maria and her team, External Share is not just a tool - it’s an integral part of their workflow.

All of Maria’s prospects and clients know about External Share because she uses it on a daily basis. It’s the best answer to the recurring question: ‘How can I share my content with someone I work with, but it’s not in my team?"

We’re thrilled to provide an app that makes them using it feel safe and secure. It’s grat to know that we can support DG Prolink in their mission to streamline collaboration and enhance security.

Grazie mille, Maria!

If you want to learn more about DG Prolink, please check out these links:

📌 DG Prolink Website: https://www.dgprolink.it/
📌 DG Prolink LinkedIn: https://it.linkedin.com/company/dgprolink/
📌 Maria’s LinkedIn: https://uk.linkedin.com/in/marialuisafrigerio/

And don’t forget to check our app - External Share for Confluence !