CtrlShare 2.26.7.6

Released: 2026-08-21 Requires: M-Files 23.6.0.0 or later

A release focused on external collaboration and on making co-authoring behave predictably at the edges — sharing with people outside the organization, recording every co-authored edit, and a clear, actionable message whenever a document is held in co-authoring.

Highlights

• Share with people outside your organization — exactly like native OneDrive sharing. Adding an external person to a co-authoring session now works the same way as sharing a file directly from OneDrive: Microsoft 365 sends the invitation, creates the guest account automatically, and signs the recipient in with a one-time passcode (or their own work account if they are already a guest). No one has to add guests manually or wait for an acceptance before sharing, and the recipient can co-author in Office for the web straight away.
• Track Changes on co-authored Word documents. A document can now be marked so that Word’s Track Changes is switched on in the co-authoring copy and switched back off in the version stored in M-Files. Every edit made while the document was co-authored is preserved as a tracked revision. The mark is a per-session request: it is cleared from the document when the session ends, so each co-authoring round starts from an explicit choice.
• Choose how you open a document. Opening a document you are not yet on now asks whether you want Editor or Viewer access, instead of guessing.

Features

• Search user groups when sharing. The sharing dialog now finds M-Files user groups, not just individual people.
• Configurable Help link. The dialog footer can carry a link to your own documentation or support portal.
• Simplified administration. The command visibility toggles are grouped under a new General section, and new drive configurations default to the recommended Microsoft sign-in redirect address.

Changes

• Clearer workflow hand-off. A document that is open for co-authoring now stays in its co-authoring state until someone checks it in through CtrlShare. Previously CtrlShare tried to retrieve the document automatically when the state changed; that only ever worked when the M-Files server itself made the change and was refused for everyone else. Any attempt to move the document out of the state — by a user or by an automatic state transition — is now refused, so the workflow can never advance while the current content is still in the co-authoring copy.
• A message that tells you what to do. Instead of “Unable to check this document out in M-Files”, CtrlShare now names the workflow state the document is held in and the exact command to run to release it. The wording is fully localizable alongside every other CtrlShare string.

Improvements

• Sharing failures are visible. A recipient who could not be shared with is now reported instead of silently succeeding.
• Named workflow mappings and language entries. Every workflow mapping now has a required Name that titles it in the configuration list and identifies it in the log; localization entries are listed by their language code.
• Workflow mappings need only the roles you use. The Viewer and Editor source property lists (and the Share Message Property) are now optional. A mapping can grant one role only, or none at all - in which case the document is still checked out to co-authoring on entering the state and people are added afterwards with Share.
• One invitation per person. Someone who appears in both the editor and the viewer lists — for example when a workflow mapping’s viewer source property mirrors its editor source — is now invited once, as an editor, instead of receiving an “you can edit” email followed by a “you can view” email and ending up with whichever role arrived last.
• Failures are logged and explained. Every failed check-out, check-in, synchronize and undo now records the full error in the vault application log, and the dialog’s error details show the actual cause instead of “(none)”.
• Resilient sharing round-trip. Reading back OneDrive permissions now tolerates every shape Microsoft Graph returns — owners without an email address, sharing links, and invitations that have not been redeemed yet — so an unusual permission entry can no longer fail the whole check-out.
• Diagnosable Track Changes. Every check-out and check-in records whether Track Changes was configured, requested and actually applied, so a document that is not being tracked can be explained from the log rather than guessed at.
• More tolerant Yes/No handling. The Track Changes property is now read correctly regardless of how the vault renders its Yes/No values.
• A better error experience. Errors fill the dialog with a copyable report and a retry action, the success splash is clearer, and the window resizes correctly on retry.

Security

• No token in error messages. The OneDrive bearer token is no longer included in error output.
• Licence enforcement on sharing. Licence seats and account eligibility are now enforced on the sharing path as well as on check-out.

Administrator notes

• Prerequisites for sharing with people outside the organization. Every share runs under the connected CtrlShare account’s identity through OneDrive’s own invitation flow. For external recipients this creates a Microsoft Entra guest automatically, so the tenant must allow it:
  • SharePoint and OneDrive external sharing set to at least “New and existing guests” (check the site level too).
  • Entra ID → External Identities → External collaboration settings must allow the connected CtrlShare account to invite guests (member invites allowed, or grant the account the Guest Inviter role).
  • Email one-time passcode authentication enabled (this is the Entra default).
  • Domain restrictions apply twice: SharePoint’s sharing domain allow/block lists and Entra’s B2B collaboration restrictions both gate the invitation.
  • GCC / GCC High / DoD tenants remain on Microsoft’s legacy sharing model, where ad-hoc external recipients cannot edit in Office — external co-authoring is not supported there.
• App registration permissions. The Azure app registration needs only the delegated Microsoft Graph permissions Files.ReadWrite.All and offline_access. No directory or User permissions are required — earlier internal builds that pre-created guests via User.Invite.All no longer do so.
• Track Changes must be configured to work. Set M-Files Configuration → Track Changes Property to a Yes/No (boolean) property, and add that property to the classes that should support it. Left unset, the feature stays off. It applies to Word OOXML documents only (docx, docm, dotx, dotm); Excel, PowerPoint and legacy .doc files are unaffected.
• Automatic state transitions out of a co-authoring state now fail while the document is still checked out to co-authoring, and are recorded in the vault application log. If a workflow relies on advancing automatically, either remove that state from Workflow Mappings or add a state pre-condition requiring the External File ID property to be empty.