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    • Globalscape: Sharing Folders Creating a Workspace

    Owned by Dill, Matt T.
    Last updated: Sept 16, 2024 by Guess, Brandi N.
    5 min read
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    Sharing Folders (Creating a Workspace)

     

    You can invite internal and external users to share your folders, if the EFT administrator enables and configures Workspaces to do so. To share folders, the administrator has to have enabled Workspaces in the EFT administration interface on the Web tab of the Site. Workspace participants who were invited to share a Workspace cannot add participants to that folder, however, they can create new folders.

     

    When the Workspace owner invites someone to join the workspace, EFT sends them the invitation via email. The invitation recipient clicks the link embedded in the email and then signs into EFT (if an account has previously been created), or creates an account on EFT.

     

    Workspaces invitations expire after 5 days.

     

    If the Workspace invitation has expired before the invitee attempts to register, a prompt appears that says the invitation cannot be found.

     

    Administrators can see and manage invited (guest) accounts in the administration interface on the VFS tab.

     

    To share a folder

    1. Log in to the Web Transfer Client.

    2. Select the check box of the folder that you want to share, then click the Share icon. The Share dialog box appears.

     

    3. Provide email addresses of users with whom you want to share the folder. (You can later add or remove participants.) The email address appears in a gray box. (If it doesn't, press ENTER at the end of the email.)

     

    If the email is not properly formed (username@domain.com) an error message appears.

     

    4. To create a private workspace, select the BCC check box. When a Workspace is private, the Alerts/Notification icon, the Workspace participants icon, and the comments icon are hidden from the recipient.

    5. Assign permissions by clearing or selecting the check box next to that permission. By default, all permissions are selected (enabled). Clear the check boxes of the permissions that you do not want to assign to the users.

     

    The administrator can specify which permissions check boxes are selected by default, if any. The sharing user can still select the check box to enable the permission. Permissions that the administrator assigns to folders override any permissions that you assign. That is, if the folder that you are sharing does not have rename permission, you cannot assign that permission to the folder.

    6. (Optional) In the Comments box, you can type comments. When you create a Workspace, the comment that you type in the Comments box appears in the invitation email.

    View a history of comments added by clicking the shared folder and then clicking the comment icon.

     

    7. In the Notifications box, you can specify the type and frequency of email notifications about this Workspace.

     

     

    8. (Optional) To expire the Workspace, click Expiration, and then specify the expiration date. The limit is specified in the administration interface in the Workspaces - Share dialog box on the Site > Web tab. (Alternatively, there is a Stop Sharing icon in the WTC toolbar.) The default expiration date appears, when defined in the administration interface.

     

     

    9. Click Share. The Activity pane updates to indicate you've shared a folder. The users with whom you have shared the folder will see the shared folder in their Shared with Me tree. The username of the account that is sharing the Workspace appears in parentheses after the name of the folder (for example, New Folder 2 (Imauser1)).

     

     

     

     

    Add Workspace Participants

    After you have created a Workspace and invited participants to join the Workspace, you might later want to add participants.

     

    To add participants

     

    1. Click the check box next to the shared folder, then click the Edit Workspace.

     

    2. Provide one or more additional email addresses, press ENTER. The box around the email address will turn green to indicate the user has been added to the Workspace.

     

     

     

    3. Click the pencil icon to assign permissions, if different, then click Update.

    Stop Sharing a Workspace

    When you no longer need to share a Workspace, you can "unshare" the folder.

     

    To stop sharing the folder

     

    1. Click the shared folder.

     

    2. Click the Unshare icon. The Unshare <folder_name> message appears.

     

     

     

    3. Click Confirm. Any user with whom you've shared the folder can no longer access the folder.

    Edit-Remove Workspace Permission

    The default settings for Guest Users include Download, Show this folder in parent list, Show files and folders in list. Users with whom a Workspace is shared do NOT have permission to move files and folders out of the Workspace.

    To edit a Workspace participant's permission or remove the user from the Workspace

     

    On the tool bar, click the Edit Workspace icon.

     

     

     

    To delete the user, click the trash can icon.

     

    To edit the user's permissions, click the pencil icon for the user that you want to edit, then make the changes to the user's permissions, as needed.

     

    FCDC Help Desk | helpdesk@franklincountyohio.gov | 614-525-3282