Shared Folders Module

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6 months ago

Shared Folders Module

Use this module to view, upload and download files contained in shared folders.

You must be a Project Administrator to create a shared folder. Non-administrative users can upload, download, and edit the contents of shared folders based on their access permissions.

To access the Shared Folders module, select Shared Folders from the Document Management section on the main Project page. You can also select Shared Folders from the Document Management dropdown list at the top of the page.

Select Folders at the top of the Shared Folders module to view the project’s shared folders, described below. Select Activity Log to view the shared folders Activity Log page.

For more information on the Activity Log, please click here.

Folder Tree Panel

The folder tree panel of the Shared Folders module displays all the shared folders available to you. Right clicking on a folder provides you with a list of actions.

Three actions appear at the top of the panel:

New Folder

Select to create a shared folder inside the currently selected folder. The button is only active for folders where you have permissions to create a folder.

Delete Folder

Select to delete the currently selected folder. The button is only active for folders where you have delete permissions.

Find

Select to open the File Search dialog box and search for a file inside the currently selected folder.

Folder Types

Actions available from the right click menu for each folder type are described below. Available options depend on your access permissions for the selected folder.

The following actions are available for all folder types:

Sharing

Click to create a weblink that you can send to external users so they can access the contents of the folder.

Zip Folder Contents

Click to create a zip file of the folder contents for download.

Personal Folder

The top folder in the tree is your personal folder. The contents are not visible to other users. Files added to your personal folder cannot be shared with other users.

Project Node

The project node contains all shared folders for the project.

First Tier Shared Folders

First tier shared folders appear at the level directly under the project node. They are blue in color. First tier folders can contain subfolders. Access permissions are set at the first tier folder level.

Rename

Select to rename the folder.

Edit Permission Settings

Select to open the Permission Settings page and set access permissions for the folder.

This option is only available for first tier folders.

Delete

Select to delete the folder.

Send Notification

Select to notify users with permissions to the folder that a new file has been uploaded.

Subfolders

Subfolders appear under first tier folders. They inherit the access permissions of the first tier folder. There can be multiple levels of shared folders.

The right click menu for subfolders includes the Rename, Delete, Sharing and Zip Folder Contents options.

 

 

Folder Contents Panel

The folder contents panel displays the files contained in the selected folder. The Name, Size, Type, and Date Modified are displayed for each file.

The options described below are available for all files. Your ability to see them depends on your access permissions to the folder to which they belong.

Delete

Deletes the selected file. The button is only active for folders where you have permissions to delete files.

Drop Files Here or Browse

Allows you to upload files to the selected folder. If your browser does not support drag and drop uploading, select Browse. The upload options are only active for folders where you have permissions to upload files.

Download

Right click on a file and select to download a copy of the file.

Rename

Right click on a file and select to rename the file.

Delete File

Right click on a file and select to delete the file.

Share File

Right click and select to create a weblink that you can send to external users so they can access the file.

Zip File

Right click and select to create a zip file of the selected files for download.

Send Notification

Right click and select to notify users that the file has been uploaded.

 

 

To access this module

Select Document Management > Shared Folders.