1.10 Sharing a File or Folder

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.

  • 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.

You can share files and folders directly from the Filr desktop application:

  1. Navigate to the file or folder that you want to share.

  2. Right-click the file or folder, then click Share.

    The Filr Share dialog box is displayed.

  3. In the Add a User, Group, or Email field, begin typing the name of a user or group that you want to share with, then click the name when it appears in the drop-down list.

    or

    Specify the complete email address of the external user that you want to share with, then press Return.

  4. (Optional) Repeat Step 3 to share with additional users.

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

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

    2. Choose from the following access settings to modify:

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

      Expire: 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).

      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.

      All 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 the share recipients. Only share recipients can read the note.

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

    1. Hold the Command key and select the users in the Shared with section whose access settings you want to modify.

    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 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.

      Expire: Set a date 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).

      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.

      All 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 the share recipients. Only share recipients can read the note.

  7. (Optional) Click Make Public to make the item publicly available. Then in the Shared with section, tap the all users user that was just added and set the access control settings for the public.

  8. (Optional) In the Notify section, click the drop-down list and 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 new recipients and those whose share rights you are modifying are notified.

  9. Click Save.