1.11 Sharing Files and Folders

NOTE:This functionality is not currently available on Windows Phone.

Understanding Sharing Options:

Filr provides various methods of making files and folders available to others. How you decide to make files available might depend on various factors, such as the sensitivity of the information you are distributing or the relevance of information to certain individuals.

  • Sharing with individual users and groups: Sharing allows you to share files and folders with specific users and groups internal to your organization or with specific users external to your organization. When you share a file or folder, you define the level of access users have to the item. For example, you might give a user Viewer access only. Or, you might give a user Editor access to a file and allow them to re-share the file with others.

    Sharing with specific users and groups provides the greatest level of security for your files and folders. Users receive a notification about the shared item and the item is displayed in their Shared with Me area.

    How to share with individual users and groups is described in this section.

  • Distributing a File Link: You can distribute a link (URL) to a file. When you distribute a link to a file, any user with the link can access the file. However, the file is not displayed in the Public area, so users must have direct access to the link in order to view the file.

    For information about how to distribute a File Link, see Distributing a Link to a File.

  • Sharing with the Public: When you share an item with the Public, any person with the URL to the Filr site can view the file in the Public area.

    How to share with the Public is described in this section.

You can share files and folders directly from the Filr mobile app.

  1. Navigate to the location that contains the file or folder that you want to share or for which you want to modify share settings.

  2. iOS devices: Tap the information icon next to the file or folder name.

    Android devices: Tap the drop-down icon next to the file or folder name.

  3. Tap the Share icon .

    The Share dialog box is displayed.

  4. Tap inside the search field.

  5. Begin typing the name of the user or group that you want to share with, then tap the name when it appears in the drop-down list.

    or

    Type the complete email address of the external user that you want to share with, then tap the address when it appears in the drop-down list.

    HINT:If you plan to share with multiple users and you want to grant all users the same access rights, set the access rights of the first user that you share with (as described in Step 7), then share with additional users (as described in Step 4 and Step 5).

    Each additional user that you share with inherits the access rights of the user who was most recently added to the Shared with list.

  6. (Optional) Repeat Step 4 and Step 5 to share with additional users.

  7. (Conditional) To modify access settings for an individual user:

    1. In the Shared with section, tap the user whose access settings you want to modify.

    2. Choose from the following access settings to modify:

      Access: Grant one of the following access roles to the user or group:

      • Viewer: Users can view individual files that are shared with them or all files within the folder that is shared with them.

      • Editor: Users can view and modify individual files that are shared with them or all files within the folder that is shared with them.

      • Contributor: (Applies only when sharing folders). Users can create files in the folder, rename existing files, modify files, move files, and delete files inside the folder. Users cannot perform actions on the folder itself.

      Expires: Specify when the share will expire.

      You can configure the share to expire either after a given number of days (each day is counted as a 24-hour period from the time that you set the expiration) or on a specific day (rights expire at the beginning of the day that you select).

      Allow re-share: Allow share recipients to re-share the item with the following groups:

      • Internal users: Allow share recipients to re-share the item with internal users.

      • External users: Allow share recipients to re-share the item with external users.

      • Public: Allow share recipients to re-share the item with the public.

      • File Link: Allow share recipients to re-share the item via a File Link.

        For more information about File Links, see Distributing a Link to a File.

      Note: Include a personal note to share recipients. Only share recipients can read the note.

    3. iOS phones: Tap Share to return to the Shared with section.

      Android phones: Tap .

  8. (Conditional) To modify access settings for multiple users simultaneously:

    1. iOS devices: Tap Edit (located above the Shared with section), then select the users whose access settings you want to modify. On phone devices, tap Define Share.

      Android devices: Long press (tap and hold) each user that you want to select. Then, on phone devices, tap Edit after each user whose settings you want to modify are selected.

    2. Choose from the following access settings to modify:

      Access settings that you leave undefined retain any individual access settings that are present on a given user. Access settings that you define are modified for each user that is currently selected.

      Access: Grant Viewer, Editor, or Contributor access rights. (Contributor applies only to folders.)

      Expires: Set a date when the share will expire.

      Allow re-share: Allow share recipients to re-share the item with the following groups:

      • Internal users: Allow share recipients to re-share the item with internal users.

      • External users: Allow share recipients to re-share the item with external users.

      • Public: Allow share recipients to re-share the item with the public.

      • File Link: Allow share recipients to re-share the item via a File Link.

        For more information about File Links, see Distributing a Link to a File.

      Note: Include a personal note to share recipients. Only share recipients can read the note.

    3. iOS phones: Tap Share to return to the Shared with section.

      Android phones: Tap .

  9. (Optional) Tap the Make Public icon to make the item publicly available. In the Shared with section, tap Public that was just added, then set the access control settings for the public.

  10. (Optional) Tap Notify, then choose from the following notification options:

    None: Send no notifications.

    All recipients: All recipients in the share list are notified.

    Only newly added recipients: Only recipients that you add to the share list are notified.

    New and modified recipients: Only recipients whose share rights you are modifying, as well as new recipients, are notified.

  11. iOS devices: Tap Save to save the share settings.

    Android devices: Tap the Confirm icon to save the share settings.