Summary

This article covers how to share a file, manage viewers, and manage share and copy requests. 

Table of Contents

• Share a File
  • Initiate Sharing
  • Select Appropriate Contacts
• Manage Viewers
  • Navigate to Viewers List
  • Remove Viewers
• Manage Requests
  • Manage Share Requests
  • Manage Copy Requests

Once a file has been created, it can be shared with those listed in the Contacts Manager. Two versions of sharing exist.

• Basic Sharing – In basic sharing, those who gain access to shared files are given “Viewer” privileges. Viewers can only view the file and the file’s properties. The Viewer cannot edit or delete the file within their own File Manager.
• Copying – When copying a file, a copy of the file is put into another user’s File Manager. However, this copy is disconnected form the original version, meaning changes made to one file do not affect the other file.

Share a File

You can share any file that you create or any file in a workgroup for which you are an Administrator or Contributor. However, you cannot share files that others have shared with you unless you are an Administrator or Contributor for the workgroup file folder in which the file is placed.

Initiate Sharing

1. Check the checkbox beside each file that should be shared.
2. Click either the ‘Share’ tab or the ‘Copy’ tab.

The system will display a ‘Share File’ or ‘Copy File’ screen in which you can navigate through the Contacts Tree to the appropriate contact which can be either a user or a workgroup.

Select Appropriate Contacts

    1. Within the Contacts Manager, navigate to the appropriate contact.

Note: Sharing a file with a workgroup requires you to search for the workgroup in the ‘Find Contacts’ field in order to select it.

2. Check the checkbox beside all contacts who should receive the file.
3. Click the ‘Add’ tab.
4. On the ‘Share Files’ or ‘Copy Files’ screen, click the ‘Confirm’ button to confirm the action.

You will return to the File Manager.

The user will then be able to accept or reject the file.

Manage Viewers

When a file is shared through the Basic Sharing process, you can view a list of the file’s viewers and remove viewer access.

Navigate to Viewers List

1. Locate the file for which you want to view Viewer information.
2. Click the ‘Properties’ icon beside the appropriate file.
3. On the ‘File Properties’ screen, click the ‘View Shares’ button to view the ‘Manage Viewers’ screen.

Remove Viewers

1. Navigate to the ‘Manage Viewers’ screen.
2. On the ‘Manage Viewers’ screen, check the checkbox beside all viewers who should be removed.
3. Click the ‘Delete’ tab or click the Delete Icon for a particular viewer.
4. On the ‘Delete Viewers’ screen, click the ‘Delete’ button to confirm the removal.

Manage Requests

Share and Copy Requests can only be managed by Administrators or Contributors of the workgroup. For example, when a file is shared within a workgroup called “uiDemo,” only those with Administrator or Contributor privileges can approve or deny the request.

It is important to note your location in the files tree because the requests are only displayed at the currently selected level. For example, if a user shares a file from their My Workgroups folder, the receiver of this file must view it from their own My Workgroups folder. To view a complete list of all pending share and copy requests, view the Requests table on the Desktop.

Manage Share Requests

1. While viewing a parent folder for which you have Administrator or Contributor access, click the ‘View Requests’ tab.By default, the Requests page will display all File Sharing Requests.
2. On the File Sharing Requests screen, select the Folder in which the shared file should be stored.
3. To accept the sharing request, click the ‘Approve’ icon. To deny the sharing request, click the ‘Deny’ icon.

Manage Copy Requests

1. While viewing a parent folder for which you have Administrator or Contributor access, click the ‘View Requests’ tab.
   By default, the Requests page will display all File Sharing Requests.
2. To switch between File Sharing Requests and File Copying Requests, hover the mouse over the ‘View Requests’ tab and select ‘Copy.’
3. On the File Copying Requests screen, select the Folder in which the copied file should be stored.
4. Select the Permission that should be applied to the file.
5. To accept the copying request, click the ‘Approve’ icon. To deny the sharing request, click the ‘Deny’ icon.

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