Sharing Files and Folders

Table of Contents

From the Web Console, you can share files and folders on a client computer with other users by using one of the following methods:

  • Sharing URL links to the file
  • Sharing the file or folder as an attachment in an email message
  • Sharing a folder from the Web Console
  • Creating a public link

Except for public link creation, all other methods require the user you share with to be part of the CommCell group.

Also, depending on how you want to share the file or folder, the users you share with may need a Web Console account.

Copying a File Link

You can generate a URL for a file from the Web Console and share the URL with users who are the owners of the client. When the users access the URL, they are prompted to sign in to the Web Console. Users can download the shared file by clicking the green download arrow in the upper-right corner of the window. If the shared file is content indexed, users can see a preview of the shared file.

Procedure

  1. From the Web Console, click My Data.

  2. On the Computers tab, under Computers, click the computer_name to open the Restore Files page.
  3. From the Restore Files page, navigate to the folder containing the file.
  4. Right-click the file and click Get Link.
  5. From the Copy Preview URL dialog box, copy the URL.
  6. Send the URL to other users.

    If you send the URL to users who do not have a Web Console account, they must register on the Web Console before accessing the file. For information on registering, see Registering a User - Web Console.

Sharing a File or Folder Using E-mail

You can share files and folders with external users (who are not part of the CommCell group or client owners) by sending the files or folders as email attachments. If the file size exceeds 3 MB, the file is sent as a link in the e-mail message.

Note: When the file is sent as a link, the user receives the latest version of the file. If the file is sent as an email attachment, the user may possibly view an older version of the file.

Before You Begin

Make sure you have Sharing capability assigned to your user account and the files and folders are backed up. Contact your administrator to assign the capability.

Procedure

  1. From the Web Console, click My Data.

  2. On the Computers tab, under Computers, click the computer_name containing the file or folder.
  3. From the Restore Files page, select the file or folder, right-click and select Email.

    To send multiple files or folders using email, select the checkbox for each file or folder.

  4. In the Email Files/Folders dialog box, enter the email address of the recipient.

    You can also enter multiple email addresses separated by a comma (,).

  5. Optional: Enter a message for the recipients.
  6. Click Email.

Sharing Files or Folders from the Web Console

Use the sharing feature to give users access to your files and folders from the Web Console. When you share a file or folder, you set the permission levels (view or edit) for each user. After signing in to the Web Console, the users you are sharing with can view the files and folders or edit them by downloading from or uploading files to the Web Console depending on the permissions granted.

Before You Begin

  • Make sure you have Sharing capability assigned to your user account and the files and folders are backed up. Contact your administrator to assign the capability.

  • Users you share with must have a Web Console account. If the users do not have a Web Console account, they must register before they can access the shared folder. For information on registering, see Registering a User - Web Console.

Procedure

  1. From the Web Console, click My Data.

  2. On the Computers tab, under Computers, click the computer_name containing the file or folder.
  3. From the Restore Files page, select the file or folder, right-click and select Share.
  4. In the Share File/Folder window, enter the user name or email address of the user.
  5. Select a permission for the user:
    •  Can View - assign read-only permission on the shared files.
    •  Can Edit - enable the user to modify the shared file contents.
  6. Click the plus sign .

    The user name is added to the list of users you are sharing with.

  7. Optional: Select Notify people via email and enter a message for the recipients.
  8. Click Share.

    The file or folder is now available on the My Data page in the Shares section to both you and the users you shared with.

What To Do Next

You can click the folder name in the Shares section to change the settings of the shared files or folders. For information, see Changing the Settings of Shared Files and Folders.

The shared files and folders are also marked with a shared tag.

Creating a Public Link

You can generate a public URL for a file or folder from the Web Console and share the URL with other users. To access the public URL, the users do not require a Web Console account. When users access the URL, they can directly browse the shared folders and download the shared files. If the shared file is content indexed, users can see a preview of the shared file.

Before You Begin

Make sure you have Sharing capability assigned to your user account and the files and folders are backed up. Contact your administrator to assign the capability.

Procedure

  1. From the Web Console, click My Data.

  2. On the Computers tab, under Computers, click the computer_name containing the file or folder.
  3. From the Restore Files page, select the file or folder, right-click and select Share.
  4. In the Share File/Folder window, select the Make this a public folder check box and clear the Notify people via email check box.
  5. Click Share to generate the URL.

    The public URL appears in the Public Share Link section of a new Share Files/Folders dialog box.

  6. To use the URL immediately, copy it from the Public Share Link section of the Share Files/Folders window.
  7. Click Close.

    The file or folder is now visible on the My Data page in the Shares section. You can click the folder name in the Shares section to view or copy the public URL.

Changing the Settings of Shared Files and Folders

You can change the settings for a shared file or folder that is available from the Web Console on the My Data page, Shares tab. The type of settings that you can change depend on whether you own the file or folder.

Owner (Shared By Me)

  • Add users to or remove users from a shared file or folder by clicking Configure
  • Change the permissions of existing users by clicking Configure
  • Create or view a public link for a file or folder by clicking Configure
  • Stop sharing the file or folder by clicking Un-share

Not an Owner (Shared With Me and Collaborative Shares)

Remove the file or folder from your Shares list by clicking Leave Share.