FileCloud Sharing

When you share a file or folder, you can decide what others are allowed to do with it. Here's a breakdown of the different permissions you can grant:

• View: The user can see the file or the contents of the folder.
• Download: The user can download a copy of the file or the files within the folder to their own device.
• Upload: (For folders only) The user can upload new files into the shared folder.
• Share: The user can share the file or folder with others. If you don't want recipients to further share your work, you can disable this option.
• Delete: The user can delete the file or files/folders within the shared folder. This permission should be granted with extreme caution.
• Manage: The user has management rights over the file or folder.

Sharing with other faculty, staff, and students within our domain is straightforward. Here's how:

• Navigate to the File or Folder: Using your web browser, log in to your FileCloud account and locate the file or folder you wish to share.
• Open the Sharing Options:
  • For a single file: Hover your mouse over the file name. You should see a row of icons appear. Click the Share icon (it looks like three connected dots or a chain link).

• Set Permissions: For each user you've added, use the checkboxes to select the permissions you want to grant (View, Download, Upload, Share, Sync, Delete, Manage).
• Send Email (Optional): You can type a brief message to the recipients explaining what you are sharing. They will get an email in their inbox.
• Click "Share": Once you've selected the users/groups and set the permissions, click the Share button.

The people you've shared with will now be able to access the file or folder based on the permissions you've granted. They will find these shared items in a "Shared with Me" section of their FileCloud account.

Sometimes, you need to share your work with individuals who don't have a FileCloud account within our campus domain, such as guest artists or vendors. You can do this by creating a public link.

• Security: Be mindful of the sensitivity of the information you are sharing via a public link.
• Expiration Dates: It's highly recommended to set an expiration date for public links to limit access over time.
• Passwords: Adding a password provides an extra layer of security.

Here's how to create a public link:

• Navigate to the File or Folder: As before, locate the file or folder you want to share in your FileCloud web app.
• Open the Sharing Options: Use the same steps as in the "Sharing Within Our Campus Community" section to open the sharing window.
• Sharing Permissions: Select “Allow anyone with link” or “allow anyone with link and a password”
• Customize Your Link:
  • Link Name (Optional): You can give your link a descriptive name to help you remember what it's for.
  • Permissions: Select the permissions you want to grant to anyone who has the link (typically View and/or Download). You won't see options like "Upload" or "Modify" for basic public links to files. For folders, you will see an "Upload" option if you want external collaborators to contribute files.
  • Password (Recommended): In the password field, enter a strong passphrase, something long and memorable. Be sure to share this passphrase securely with the intended recipients.
  • Expires (Highly Recommended): Set an expiration date and time for the link. After this date, the link will no longer work. This helps maintain the security of your files.
  • Download Limit (Optional): You can limit the number of times the file(s) can be downloaded.
• Share the Link and Password: FileCloud will generate a unique web link. Copy this link and share it with the people you want to access the file or folder. If you set a password, remember to share the password with them separately and securely (not in the same email as the link if possible).

You can usually manage your shared links (see who you've shared with, modify permissions, change passwords, or delete links) through the "Shared By Me" section in your FileCloud account. This allows you to keep track of your shared resources and make changes as needed.