Give Others Access to Your ShareFile Folders via the Web App

Transcription

1 ShareFile provides Marshall faculty and staff personal file space (My Files & Folders) as well as shared departmental file space (Shared with Me). Membership to the departmental file space is managed by Marshall's MIS group; however, it is in your power to change this membership on a folder-by-folder basis as well share your personal folders with others including external users. You might wish to change sharing membership in the following situations: Faculty Collaboration You wish to share personal content with another faculty either in or outside of Marshall. Restricted Assess to Specific Departmental Folders You might have certain folders on your departmental drive that not all users in your department should have access to. Cross Departmental Collaboration You wish to share a departmental or personal folder with someone who is not in you department. Sharing a Folder The steps in this section cover how to share a ShareFile folder with a Marshall faculty, staff, student worker or someone completely outside of Marshall. 1. Launch the ShareFile web app ( 2. Log in using your Marshall username and password. 3. Click the "Home" tab. 4. Select the tab containing the folder you are sharing. 5. Select the folder to be affected so it appears here. 6. Click "Edit". USC Marshall School of Business ShareFile_Folder_Sharing_v2.docx 6/12/13 1 of 5

2 7. Click "Add Users" and select the method you wish to use to add them: To add Marshall Faculty, Staff, or Student Workers: select "Add from "Shared Address Book". To add a Non-Marshall User: select "Add Manually". Change a User's Access Use this area to modify the permissions of existing users for the selected folder. What you do next depend upon whether you are adding a user manually (non-marshall user) or from the shared address book (Marshall user). Add User Manually Method If adding a user manually, type the address they use, their name and company. Be sure to check "Notify user that he/she has been added to this folder" to them an initial password to log into the ShareFile web app. You will also need to set their permissions. Note that some of the settings allow them to see subfolders of the folder you are sharing so read the options carefully. a. Click "Add User". b. Click "Save Changes". That's it! You are done. Add From Shared Address Book Method If adding a user from the address book: a. Check the boxes next to the user(s) you wish to add. b. Click "Add Selected Users". Continued on Next Page USC Marshall School of Business ShareFile_Folder_Sharing_v2.docx 6/12/13 2 of 5

3 Add From Shared Address Book Method (Continued) After adding the selected user you will be returned to this screen. You must now specify their level of permission. c. Specify the level of access you want the user to have. d. Click "Add User" then "Save Changes". That's it! You are done. Be sure to note how these options affect how subfolders of the shared folder will be affected. Note you can change the permissions on a subfolder individually. USC Marshall School of Business ShareFile_Folder_Sharing_v2.docx 6/12/13 3 of 5

4 Changing / Removing Permissions Should you wish to change or remove someone's access to your folders, follow the steps in this section. 1. Follow the steps 1-6 on page one. This specifies the folder you wish to affect and puts you in edit mode. 2. Use the options in the window shown below to remove users, change subfolder permissions, or add new users. Apply to Subfolders To have the permissions affect subfolders of the selected folder, check this box. Remove User You can remove users on a one-byone basis by clicking the X next to their name. 3. After setting permissions click "Save Changes". USC Marshall School of Business ShareFile_Folder_Sharing_v2.docx 6/12/13 4 of 5

5 How Other Users Access Your Folders (or You will Access their Folders) Both Marshall and Non-Marshall users can access your folders using the ShareFile Web App. It is the simplest method and works from any computer. 1. Start your web browser and go to the following address: 2. If it is a Marshall user, they will provide their Marshall username and password. If they are a non-marshall user you added manually, they will use the login information ShareFile sent them when you created their account. 3. Click the "Home" tab. 4. Click "Shared With Me". 5. Click the folder you wish to access. Download a File To download a file to your computer, check the box above it then click the "Download" button. Upload a File To upload a file to ShareFile, click the "Upload Files" button. USC Marshall School of Business ShareFile_Folder_Sharing_v2.docx 6/12/13 5 of 5