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Sharing files and folders

Introduction

When working with files, you might need to collaborate on it or share a form to fill out. You can easily share files and folders with an individual user or a user group and set access permissions depending on the tasks each co-editor should accomplish.

Sharing files directly from the editors

If you are editing a .docx/.xlsx/.pptx file or a .docxf form template, you can open the Sharing Settings window directly from the editor interface in one of the following ways:

  • click the Manage document access rights Manage document access rights icon on the right side of the editor header;
  • switch to the Collaboration tab and click the Sharing Sharing button at the top toolbar;
  • switch to the File tab, open the Access Rights... section at the left sidebar and click the Change access rights button.
Sharing files and folders Sharing files and folders

Internal sharing

You can grant access to your files and folders to other portal users with the built-in portal features of the Sharing Settings window. All files and folders can be shared with multiple users having different access permissions each.

You can also set default access rights for future use. Learn more in the Setting a default access type section of this guide.

Sharing with individual users or groups

In the Sharing Settings window, click the Add users button. While sharing files and folders, you have four options:

Sharing files and folders Sharing files and folders
  • share with an individual user – enter the user name or their e-mail in the search field or find and click them in the user list;
  • share with a whole user group - enter the group name in the search field or find and click the group in the user list. Please note that you can deselect individual users in the selected group;
  • share with everyone – click the Everyone option and choose whether you need to share with all users or all groups;
  • share with portal administrator – click the Admin option.

To remove a user/group from the list, click on the icon near their name in the list and choose the Remove option at the toolbar above.

Changing permission details for certain users

You may want to change the access type for a certain user that previously had other access rights, e.g. allow them to comment instead of reading only, or deny access to particular files in a previously shared folder. To change the permission details for each particular user/group, use either option:

  • select one of the available access types from the drop-down list next to the user/group name;
  • click the user/group name and choose the needed access type in the Change access rights menu at the top toolbar.
Sharing files and folders Sharing files and folders

Notifying users

By default, when you click the Save button the file or folder will be shared with a default notification.

By clicking the arrow next to the Save button you can choose whether you want to:

  • Add message – enter your notification message in the appeared field and click the Save and Send button;
  • Save without notification – the settings are saved but the users concerned are not notified;
  • Save and Copy direct link – the settings are saved and the direct link to the file or folder is copied to your clipboard.
Sharing files and folders Sharing files and folders

Each portal user you shared the file with can find it in the Shared with me section.

Public sharing

You can share a link to the file with a third-party that does not have an account on your portal. The available access types remain the same.

To get a link to the shared file,

  1. click the Add link option within the 'Sharing Settings' window. The External link menu item will appear in the list below,
  2. click the External link and choose one of the following options:
    Sharing files and folders Sharing files and folders
    • Copy external link – the link will be copied to your clipboard.
    • Share – opens a window providing you with three options of sharing the link, i.e. via e-mail, social networks or copying the link.
      More on sharing via e-mail, social networks, or copying the link

      Sending the link via e-mail

      Click the Email icon icon. If you are already using the Mail module, a message template will open in a new tab. You can specify the email addresses to send the link to, edit the accompanying message and click the Send button.

      In the To: field, enter the email address of the person you need to send the link. You can start typing the recipient email address or name and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email addresses you've already sent emails to).

      You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address, click the Delete Address Icon icon.

      Sending the link via social networks

      Click the Facebook or Twitter icons to share the link via your corresponding social account.

      Copying the link

      Select the link displayed in the window and click the Copy option or press the Ctrl+C keys on your keyboard. You can also use the Shorten option to get the shortened link.

    • Shorten the link – get the shortened version of the link.
      To enable this function, please read the corresponding guide on connecting Bitly to your portal.
    • Delete – delete the link to the file. The file will become inaccessible through the previously shared link.
  3. To manage the access type provided by the link, click the Change access rights icon icon next to it and choose one of the available access types (see Different access rights section of this guide for more information).
  4. To save the changes made to the external link parameters, click the Save button. To save the changes and get the link copied to your clipboard, click the arrow next to the Save button and choose the Save and Copy direct link option.

Embedding

You can integrate files and folders stored on your portal into other websites and pages through the embedding feature. To access the embeddings settings,

  1. open the External link menu;
  2. click the Embedding settings option;
    Sharing files and folders Sharing files and folders
  3. set the size either using one of the presets in the Size field: 600x800 px, 400x600 px, Auto or customize it in the Width and Height fields by entering the required values;
  4. copy the code and insert it in the needed website or page.

Different access rights

Depending on the provided access rights, users will be able to perform different operations.

Full Access

Sharing files and folders Sharing files and folders

A user with Full Access permission can do the following:

For files:

  1. View all file formats.
  2. Edit files supported by the editors.
  3. Perform all actions provided by the ‘Review’ access rights.
  4. Perform all actions provided by the ‘Form Filling’ access rights.
  5. Perform all actions provided by the ‘Comment’ access rights.
  6. Share the file.
  7. Set the file access rights (depending on the advanced settings set by the file owner).

For folders:

  1. Create files and subfolders.
  2. Upload and download data.
  3. Edit files supported by the editors.
  4. Move files to other subfolders.
  5. Create copies of the files.
  6. Rename files.
  7. See file version history and download the required version or revision.
  8. Copy external links to the files.
    Please note that by default the user cannot delete files from the folder they have been given full access to. This can be changed in the advanced settings.

Review

Sharing files and folders Sharing files and folders

A user with Review permissions can do the following:

  • View and change the .docx files without actually editing them.
  • The Track Changes option is enabled by default for the reviewer and cannot be disabled. Changes made by the user are displayed in the pop-up windows.
  • The user cannot accept or reject own changes, they can only delete their own changes using the Full Access icon icon within the change pop-up window.
  • All the editing options including form filling and commenting are available, but all the changes made by the reviewer should be accepted or rejected by the file owner or a person who has full access to the file:
    Sharing files and folders Sharing files and folders

Custom Filter

A user with Custom Filter permissions can do the following:

  • View and edit the .xlsx files. However, the portal users cannot add new or remove existing filters previously applied by the spreadsheet creator. In addition, the filters applied by a user with Custom Filter permissions will be displayed for them only. The displayed filter results will remain unchanged for the others.
  • The left half of the screenshot shows the Author's table view while the right half shows the Portal user's table view with the Custom filter access level. The right half has a filter applied to column B set to display values equal to DEMOCRAT. Meanwhile, for the author, the same filter displays all the values of column B.
    Sharing files and folders Sharing files and folders

Form Filling

Sharing files and folders Sharing files and folders

A user with Form Filling permissions can do the following:

  • View the .oform fillable form, navigate between fields and fill in or clear the form fields. All other editing options except entering text into the form fields are not available.
  • The user can also save the file on the portal in the .pdf format, print the file, download the file in the .pdf or .docx format, open the file location and change the interface theme.

Comment

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A user with Comment permissions can do the following:

Read Only

Sharing files and folders Sharing files and folders

A user with Read Only permissions to the .docx/.xlsx/.pptx/.oform files or .docxf form templates can do the following:

Advanced sharing settings

While configuring the sharing settings, you can access the Advanced settings by clicking the corresponding icon in the right bottom corner of the Sharing Settings window. The advanced settings work for both internal and public sharing.

Sharing files and folders Sharing files and folders

You can choose one of the two options for sharing files:

  • Can’t print, download and copy file (for Read Only & Comment) – sets the corresponding restrictions for all users with ‘Read Only’ and ‘Comment’ access rights to the file.
  • Can’t change sharing settings (for Full Access) - sets the corresponding restrictions for all users with ‘Full Access’ access rights to the file.
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