Web File System: Shared Files/Folders

Introduction

The sharing features of the Internet file management system, wfs.pace.edu, are outlined in this article.  For a basic overview of this system, please refer to the Web File System article

Select from the following topics to jump to that section:

• Viewing Shared Files/Folders
• Setting Permissions and Sharing Files
• To Share a File/Folder with Other Pace Users
• Sharing a Public Link (Non-wfs.pace.edu User)

Instructions

Viewing Shared Files/Folders

Sharing allows other users access to a user’s file/folder.  It also allows multi-user access to a single file/folder.  This is a simple process where permissions must be set first for the file/folder and then shared.

1. Click Shared Files under Web File Storage in the left Navigation pane
   

Note: There are two tables that display titled Items I’ve Shared and Items Shared with Me. The Items I’ve Shared section show files/folders you have shared with others. The Items Shared with Me section show files/folders being shared with you.

To provide other users with access to files/folders you have shared:

1. Highlight the Share URL link found under Items I’ve Shared
2. Right-click on the highlight link and click Copy
3. Right-click with an opened email and click Paste

To open items being shared with you:

1. Click Share URL link under Items Shared with Me

• Note: WFS provides password protection for files and folders sent to users.  In most cases, users will have to authenticate with their Pace Username and Password to open files/folders. With a public link,  a password can be generated with custom permissions set by the originator.  In addition, a Public Link can be set without requiring a password for the recipient to open the file or folder.

Setting Permissions and Sharing Files

WFS enables the user to control access to their files and folders with four different permission levels:  View Only, View/Upload, Editor and Owner.

To Share a File/Folder with Other Pace Users

1.  Click My Files under Web File Storage in the left Navigation pane
   
2.  Click to place a checkmark next to the folder or file
   
3.  Click Share on the main WFS toolbar
   
4.  Click Add User/Group under Share  
    
5.  Select User or Group under Add User/Group from drop down list
   
6.  Type Full Name of user or group in Search textbox
   
7.  Click Search
   
8. Click Select next to User/Group
   
    
   • Note: If a single user/group is found in a search query, the user/group will automatically be selected. The row selected will be highlighted in blue.
      
9.  Select View Only, View/Upload, Editor, or Owner, next to Permission Level from drop down list
   
10. Click Add User/Group
    
    • Note Review the User/Group and permissions that was created. Additional modification to the permission level can be made
       
11.  Click Save Changes
    
12.  Click Close Window
    
     

Sharing a Public Link (Non-wfs.pace.edu User)

An individual who does not have a wfs.pace.edu account can be granted access to a file/folder.  Your wfs.pace.edu account lets you create Public Links to share your files and folders

To grant access to non-account members:

1. Click to place a checkmark next to folder or file to share
   
2.  Click Share on the main WFS toolbar
   
3. Click Create Public Link on the left side menu
   
4.  Click drop-down list next to Permission Level
   
   • Note: Permissions must first be set to the desired file/folder before you share the file/folder. When creating a Public Link, you will have three permission level options: View Only, View/Upload, and Editor.
      
5. Place a checkmark next to Password Protect this link
   
6. Click Create Link
   
7. Copy the information from the dialog box and send the information to the user.
   • IMPORTANT! The recipient will need the URL, username and password to access file.
      
8. Click Save Changes
   
9. Click Close Window on the bottom/left corner