Managing Files

This article describes how to move, copy, upload, download, forward, delete files and packages, along with other file and folder operations.

Your ability to perform actions in your workspace, include the file management activities described below, depends upon:

  • The permissions granted to you for a specific file or folder.
  • The settings configured by the administrator for users in your workspace.

For a change in permissions or settings, contact the person who shared the content with you or your Aspera on Cloud administrator. See Permissions for details on content permissions.

Moving Packages to the Files App

You can move an entire digital package or specific package components from your Packages app directly into your Files app. Note that you must have Upload permission to the destination folder in your Files app.

To save content from a digital package to your Files app, do the following:

  1. To move the entire package to your Files app, right-click the package row and select Save in Files. A new window opens to display the contents of your Files app.
  2. To move one or more items in the package, click the package row to open it, right-click the item and select Save in Files. A new window opens to display the contents of your Files app.
  3. Save package contents to an existing folder or to a new folder:
    • To save package contents into an existing folder, double-click the folder row to open it, then click Save.
    • To save package contents into a new folder, do the following:
      1. Go to the location to create the new folder.
      2. Click Create folder.
      3. Name the new folder and click OK.
      4. Click the new folder to open it, then click Save.

Sending Files and Folders from the Files App

You can send items directly from your Files app. Note that you cannot send an entire folder that has been shared with you; instead, open the folder and attach the contents as individual items to the Send Files form.

  1. Choose the file or folder to send:
    • Right-click the file or folder row and select Send.
    • Select the check boxes for the files or folders to send; click More at the top of the list and select Send via Packages.
    The Send Files form opens with the item(s) automatically attached.
  2. Complete the required fields of the Send files form.
    Note: If you address the package to a shared inbox, you must complete required metadata fields as well.
  3. Click Send.
For details, see Sending Files and Folders.

Uploading Content

This section applies only to users of the Files app.

If you don't see the Upload button at the top left of your Files listing, your administrator has disabled your ability to upload to this top level of your Files app. However, you may have Upload permission to a folder someone shared with you. Click a folder row to open it and observe whether the Upload button displays.

You can upload one or more items of the same type (either files or folders) in one operation.

  1. Go to the location in your Files app to upload the new file or folder.
  2. Click Upload, then select File or Folder.
  3. In your Finder or Explorer, select the content to upload. Use the SHIFT or CONTROL key to select multiple items to upload in one operation.
  4. Click Open or Select.

Marking Files and Folders as Favorites

This section applies only to users of the Files app.

You can mark up to 50 files and folders as favorites. Once you mark an item as a Favorite, you can see it in a filtered view by clicking Favorites in the left navigation panel. The item you marked also continues to display in your All files and Shared with me views as appropriate.

To mark or unmark an item as a favorite, do the following:

  1. In your All files and Shared with me views, right-click the row of the item to mark; select Favorite from the list.
  2. To view your favorites, click Favorites in the left navigation panel.
  3. To remove an item from your list of favorites, right-click the item in the Favorites view and select Remove favorite.
If you try to add an item to your Favorites list, but see a message that you've reached your limit, remove some items from your Favorites list to make room for new favorites.

Creating a New Folder

This section applies only to users in the Files app.

If you do not see the Create folder button, located at the top left of your Files listing, your administrator has disabled your ability to create folders in this top level of your Files app. However, you may have this permission inside a folder someone shared with you. Click a folder row to open it and observe whether the Create folder button displays.

To create a new folder, do the following:

  1. Go to the location in your Files app where you want to create the new folder.
  2. Click Create Folder.
  3. Name the new folder.
  4. Click Create.

Downloading Content

See also Setting Your Default Download Location.

Set your default download location:

  1. Open IBM Aspera Connect from your system tray or applications folder.
  2. Go to Aspera Connect > Preferences > Transfers.
  3. In the Downloads location field, enter the folder path or click Browse to select the intended folder.

All subsequent downloads appear in the folder you configured.

For a single item in either app:

Do one of the following:

  • To download to the default location, right-click the item row and select Download.

  • To download to a custom location, right-click the item row and select Download to...; then use your Finder or Explorer to select the desired location for this download.
    Note: Selecting Download to... affects only this download. To change your default download location, open Aspera Connect from your system tray or launcher; go to Preferences > Transfers. In the Downloads location field, enter the default location for your downloads.

For multiple items in either app:

Click to select the check boxes for the items to download, then click Download at the top of the list.

For all items in a sent or received package in the Packages app:

  1. Click the package row to open the package and display the package details panel.
  2. Click Download All.

For one or more items in a package:

  1. Click the package row to open the package and display the package details panel.
  2. Do one of the following:
    • Click to select the check box for each item to download, then click Download.
    • Right-click the item row, then select Download.

Moving and Copying Content in the Files App

This section applies only to users in the Files app.

There are two ways to move and copy files and folders in your Files app:

  • Right-click the item, select Move or Copy, and then, in the window that opens, select the new location for the item.
  • Drag-and-drop the item to the new location. Use the split screen view if necessary.

These operations do not change the file structure in another user’s home folder, even for shared content.

Keep these specifications in mind as you move or copy items in your Files app:
  • You cannot move an entire folder that has been shared with you; instead, open the folder and move or copy the specific items in it.
  • You must have proper permissions in both the source and destination folders to complete a move or copy action.

Moving and Copying Large Files and Folders

Move and copy actions on very large files or folders may require several minutes to complete. When you initiate a move or copy operation, the source item is disabled to prevent other actions on the item until the move or copy operation completes.

Depending on file size, there may be an interim period when AoC displays the item in both the source and destination locations. Once a move operation completes, the item disappears from the source location.

Right-Click to Move or Copy

To move or copy an item in your Files app, do the following:

  1. Right-click the item row and select Move or Copy as required. A window opens to display the contents of your Files app.
  2. Go to the new location for the item.
  3. To create a new folder, do the following:
    1. Go to the new location for the item. If necessary, drill into a folder to find the final destination location.
    2. Click Create folder.
    3. Name the folder, then click OK.
  4. Click Move or Copy.

Drag and Drop to Move or Copy

Move by Default; Override to Copy

When the source and destination locations are on the same storage, the drag-and-drop action, by default, initiates a move operation: Aspera on Cloud copies the content to the destination folder and deletes the copy in the source folder.

If you need to copy the content rather than move it, simply hold down the Alt key or Option key as you drag.

Copy by Default; Override to Move

In the following cases, the drag-and-drop action, by default, creates a copy operation:

  • When the source and destination locations are on different storage locations.
  • When dragging multiple content items in one operation, with source content items on different storage locations.

If you need to move the content rather than copy it, simply hold down the Alt or Option key as you drag.

Procedure

To move or copy content from one location to another, do the following:

  1. Go to the content to move.
  2. Do one of the following:
    • If the destination folder is on the same level of your content directory as the source folder, drag and drop the content item to the destination folder. If required, hold down the Alt key or Option key to override the default action.
    • If the destination folder is on a different level of your content directory than the source folder, go to step 3.
  3. Click the Split icon in the upper banner to display the split-pane view.
  4. Go to the destination location on one side of the view.
  5. Drag the content to move from the source location to the destination location. If required, press the Alt key or Option key while you drag to override the default action.
  6. Click the Split icon again to close the split-pane view.

Forwarding Packages

This section applies only to users in the Packages app.

You can forward a package in any of your inboxes, in your Sent list, or in your Archived list.

When you forward a package, the entire package is sent to those you list in the Recipient field. Initially the forwarded package contains the original attachments and message; you can remove original attachments or attach additional files and folders; you can add to the message if you wish.

Right-click the package and select Forward.

Note: As an alternative to forwarding a package, you can add recipients to a package already sent. When you add recipients, you cannot change any of the contents or settings of the original package; you must send it as is. However, adding recipients to a sent package does not initiate another transfer, which conserves storage and bandwidth usage. For details, see Adding Recipients to a Sent Package.

Archiving Packages

This section applies only to users in the Packages app.

To manage the contents in your inboxes, you can archive packages. When you archive a package, Aspera on Cloud moves the package from the inbox list to the Archived list. To view archived packages, click the Archived heading in the left side panel.

  • To archive one or more packages, select the check box on the package row, then click Archive at the top of the packages list.
  • To return one or more archived packages to its original list, select the check box on the package row and click Unarchive at the top of the packages list.
  • You can delete an archived package if you were the sender. Select the check box on the package row, then click Delete at the top of the packages list.
  • To download an archived package, select the check box on the package row, then click Download at the top of the packages list.

Deleting Content

CAUTION:
When you delete content from the Packages app or from the Files app, the content may be permanently deleted and unrecoverable.

Note the following regarding content deletion in Aspera on Cloud:

  • Files app:
    • If you delete a file within a folder that has been shared with you, you delete that file from the source and others lose access as well.
    • If you delete an entire folder that has been shared with you, the folder is removed from your view but not from the views of others who may share the same content.
  • Packages app:
    • You cannot delete packages from your inbox; you can archive them to move them from the inbox to the archived list.
    • You can delete packages from your Sent list; this action deletes package contents permanently from the server or storage. The package listing remains in your Sent list with a Deleted tag to indicate that the contents are no longer available. This action also tags the package in the recipient's inbox list. You and the recipient can open the package listing to view a summary that includes transfer stats and download history, but the content in the package is no longer accessible. Deleting packages does not delete the content in the location from which you originally added the content to the package, but only from the package itself.
    • The Aspera on Cloud administrator can delete packages from the Inbox, Sent, and Archived lists; listings for such packages are tagged to indicate the contents are no longer available.
    • The Aspera on Cloud administrator or workspace manager can configure workspace-level expiration policies that may delete packages from your Inbox, Sent, and Archived lists; deleted package listings are tagged.
    • Click a deleted package listing to display the details panel, which provides details on when, why, and by whom the package was deleted.
  • Deleting Large Files and Folders:
    • Deleting very large items may require some time to complete; the larger the file or folder, the longer the operation takes. After you initiate the delete operation, AoC recommends that you not perform other actions on the item. The delete operation will complete in the background, allowing you to continue working on other files and folders. Refresh the browser to verify that the operation is complete and the file or folder no longer displays.
    • If after some time you refresh your browser and still see the item you want to delete, try the delete operation again.
    • If the item is a folder, try deleting sub-folders or files within the folder first, then perform the delete operation on the folder again.
    • If the issue persists, contact your local tech support administrator: click in the banner and select "Technical Support".
    • If you are the local tech support admin, contact IBM Support.

Procedure

  1. To delete a single item, right-click and select Delete.
  2. To delete multiple items, select the check boxes for the items to delete, then click More at the top of the list and select Delete.

Renaming Folders

This section applies only to users in the Files app.

Since your Files list is private to you, you can rename shared folders without affecting how those items display to other users who share access to that folder.

Note the following:

  • When another user shares a folder with you, it appears on the top level of your Files app, according to the sort order you set in your Files list (for example, by name; by size). The shared folder displays the name it bears in the sharer's home folder.
  • Once in your Files app, you can rename the folder as desired (assuming they gave you Edit or Rename permission). Your renaming does not affect the name of the folder in the original sharer's Files app.
  • Even if the person who originally shared the item with you renames it in their home folder, the name of the item in your home folder is not affected.
  • Note that the above applies only to the shared top-level folder; if you rename a folder that is nested within that shared folder, you rename it for all users who have access to it.

The principles above imply the following example:

  • Mary shares the folder "New Media" with Ravi.
    • Ravi sees "New Media" in his home folder.
    • Both Mary and Ravi have the item "New Media" in their home folders.
  • Ravi renames the item to "Brochure Media".
    • Mary's item remains named "New Media".
  • Mary renames her item: she changes "New Media" to "Client Media".
    • Ravi's item remains named "Brochure Media".
Therefore, a folder containing the same content may reside in the home folders of multiple users, and may display a different name in each.