Cloud sync for external collaborators involves securely sharing files and folders stored in cloud services (like Dropbox, Google Drive, or OneDrive) with individuals outside your organization. It typically uses shared links or specific email invitations, allowing these collaborators to access, view, edit, or download files directly from the cloud platform. This differs from simply emailing files by enabling real-time collaboration on the latest version and controlled access permissions.

A common practice is using shared links with editing permissions so freelance designers can directly modify campaign assets stored in your Dropbox Business folder. In a construction project, architects might share Autodesk plans via a shared Google Drive folder, granting contractors view-only access to specific documents using expiration dates for added security. These methods ensure everyone works on the latest files, tracked through activity logs and version history.

Key advantages include streamlined workflows and eliminating duplicate files. However, limitations involve managing access controls carefully to prevent accidental data exposure and ensuring collaborators use compatible tools. Security is paramount; strict permission settings (view/edit), link expiration, password protection, and robust company policies are essential to mitigate risks of unauthorized sharing or data breaches. Future improvements focus on automated permission governance and integrated collaboration auditing tools.