I think I understand your scenario better now.
On a network share with a server the files are, local permissions excepting, accessible to all. This is where file-level encryption is crucial.
Assume two users – Bob and Alice.
Bob, the director, uses AxCrypt 2 Premium because he wants to encrypt his sensitive Excel file containing employee tax numbers. He stores it on the network server for safekeeping (he also has a separate backup: best practice).
Alice, the accountant, needs to see the tax numbers so she logs onto the internal server but can’t view the file because it’s encrypted. Alice requests Bob to ‘share’ the file with her using AxCrypt.
Bob shares the file which Alice which causes AxCrypt to send Alice an invitation link. Because Alice only uses encrypted files infrequently she decides to go with AxCrypt 2 Free. Her email address becomes her username and she’s asked to set her own password. Alice is now an AxCrypt user.
Alice accesses the internal server again, clicks the file and it opens immediately because AxCrypt recognises that her AxCrypt ID (her email address) has been approved to access the file. Bob can revoke her permission at any time.
Any future files Bob shares with Alice will just open – using Alice’s AxCrypt ID (her email address) and password. She won’t receive any more invitation email because she is an existing AxCrypt user.
Key management goes on behind the scenes at AxCrypt. AxCrypt employees cannot view your confidential files for two reasons:
- Your private key is protected with your password
- Even if AxCrypt staff obtained your private key and acquired your password they still don’t have access to the encrypted file.
So all a user needs to do is get both parties to install AxCrypt and setup an account (using their email address and their password) and AxCrypt takes care of the rest. Technically AxCrypt uses an element of the key pair associated with your account to make the file accessible to the other user you nominate. This eliminates you needing to share long passwords with other people – you have your password, your employees have their password and those employees you designate (i.e. with whom you share your file/s) gain access to documents relevant to their employment. The key management is handled automatically.
Does this answer your question?