Sharing Folders

This article presents both quick-start and detailed procedures for sharing folders, and includes strategies and details for expert users.

Introduction

Share your source material with others using the Files app. Shared content is 'live', in that those with access can upload, download, or overwrite your source materials, according to the permissions you give them. For more details, see Sending vs. Sharing: Key Differences.

You can always share folders with others members of your workspace.

Your administrator can block you from sharing folders with people outside your workspace.

When you share a folder with someone, only you can change that person's permission to the folder.

Quick Start

Note: This applies to users in the Files app.
  1. In your Files app, right-click the row of the folder to share and select Share.
  2. Enter the names or emails of people you want to share this folder with.
  3. If necessary, adjust content permissions by clicking the downward caret and selecting the desired permission level.
  4. Click Share.
The folder you shared appears at the top level of your recipient's Files app, according to their existing sort order (alphabetical, size, etc.). The icon of the folder you shared now displays a user icon on it, indicating that others share access to it.
Note: To troubleshoot transfer issues, see Transfer Issues.

New Content Notifications

You can configure AoC to send you an email notification when someone adds content to a folder you share. For details, see Setting Notifications for New Content in a Shared Folder.
Note: Your admin must enable this notification option. If you don't see the option described in step 1 below, contact your admin.
  1. Enable the notification in your Account settings.
  2. In the shared folder details panel, click Settings, then set the notifications toggle to On.

Sharing Strategies

When you share folders in your Files app, you give those you share with direct access to the same source material you have. If they change, delete, or overwrite the content you share with them, that content is changed at the source (for more details, see Sending vs. Sharing: Key Differences.

Aspera on Cloud gives you three way to share folders:
  • Share a folder; recipient must log in.
  • Share a link with a folder collaborator; recipient must log in. A folder collaborator already has access to the folder, but you can send them a link to direct them to new or specific content in the folder.
  • Share a link with someone who is not a member of your workspace; recipient does not need to log in.

Share a folder; recipient must log in

Use this method to:
  • Share a folder with a member of your workspace.
  • Share a folder with someone who is not a member of your workspace; this can include someone who is not a member of your AoC organization at all. Note that your administrator determines whether you can share outside your workspace and with whom.
  1. Right-click a folder row and select Share.
  2. Select or enter one or more recipients.
  3. Assign access permissions.
  4. Click Share.
Results:
  • For a workspace member, the folder you share displays at the root level of their Files app in the sort order your fellow member has configured. They have the access permissions that you set for them. AoC sends them an email notification that the shared folder is available (but individuals can disable notifications; see Subscribing to Email Notifications). The link in this notification takes them directly to the folder once they log in to AoC. They become a collaborator in the folder.
  • For someone who is not a member of your workspace, AoC sends an email notification that the folder is available. When the recipient clicks the link in the email, AoC prompts them to download and install IBM Aspera Connect, the same software you installed to enable transfers between your desktop and an Aspera server (see Aspera Connect for Outside Users). Once the Connect installation is complete, AoC presents a portal that allows them to access the folder you shared. They can act on the folder contents according to the access permissions you set. If this person was not already a member of the AoC organization, this person become a Limited member of the organization.

Share a link with a folder collaborator; recipient must log in

Use this method to share a link to the folder with someone who is already a member (collaborator) of the folder. This is a convenient way to link a collaborator to a specific location within a folder.

  1. Right-click a folder row and select Get shared link.
  2. Select Private link. Only folder collaborators can access this folder with this link.
  3. If this is the first private link to this folder, click Create one.
  4. If a modal displays with a an editable text field, you can customize the link. Enter a link name that will be useful and informative to you and to recipients; click OK. If you don't see this editable field, your admin has not configured this customization capability; go to the next step.
  5. To resend an existing link, click Manage links; locate the link to resend, then click Copy; deliver the link by any method you choose. Skip step 6.
  6. Deliver this link to your collaborator by either of these methods:
    • Click Copy, then deliver the link by any method you choose.
    • Enter an email address or username, and an optional message; then click Send.
    Results:
    • Your collaborator can use the link to jump directly to the folder you shared, even a nested folder.
    • They can access the folder according to the permissions they currently have to it.

Share a link with someone who is not a member; recipient does not need to log in

Use this method to share with someone outside your workspace without inviting them to your workspace.

This sharing method allows you to apply a password to the link. When your recipient clicks the password-protected link, they must apply the same password to access the folder. Aspera on Cloud generates a password, or you can choose your own password for a given link. You must deliver the password to your recipient based on your own site security practices.

  1. Right-click a folder row and select Get shared link.
  2. Select Public link. Anyone can access this folder with this link.
    Note: Be aware that the public link you send is not restricted to the person you send it to. The recipient of your public link can forward the link to someone else, who can then use the link to access the content you share. Share public links only with trusted colleagues when the security of the folder content is not vital.
  3. If this is the first public link to this folder, click Create one.
  4. If a modal displays with an editable text field, you can customize the link. Enter a link name that will be useful and informative to you and to recipients; click OK. If you don't see this field, your admin has not configured this customization capability; go to the next step.
  5. Set the expiration for this link to determine the duration that your recipient should have access to this folder. After that duration, the link becomes invalid.
  6. Set the permission you want your recipient to have to the contents of this folder. For details, see "Content Permissions" below.
  7. To require a password for this link, click the toggle labeled Require password.
    Aspera on Cloud generates and displays a password.
    1. To generate a new password, click the circular icon.
      When you regenerate a password, all previous passwords become invalid. If past recipients are using this link with a previous password, give your past recipients the new password.
    2. To create your own password, delete the generated password and enter your desired password into the field.
    3. To copy the password, click the copy icon.
      The password remains on your clipboard until you copy something else. Be sure to save the password in secure file before you copy anything else.
      Important: Aspera on Cloud does not save the password. Once you click Save in the following step, you cannot recover the password. You can regenerate the password for a link, but when you do, the former password becomes obsolete: other users (if any) of the link will be locked out unless you give them the new password.
      Note: If you use multiple password-protected links, consider keeping a secure file of links and their passwords. You cannot recover a lost password.
    4. Click Save.
    5. Deliver the password to your recipient according to your local site security practices.
  8. Deliver this link to your collaborator using one of these methods:
    • Click the Copy icon in the link field, then deliver the link to your recipient according to your local site practice.
      Important: When you click Copy, the link overwrites anything existing on your clipboard. If you previously copied the password, be sure your stored the password in a secure location before copying the link itself.
    • Enter an email address or username, and an optional message; then click Send.
      AoC sends an email notification to each recipient. When they click the link in the email, AoC presents a portal that allows them to access the folder.
    Results:
    • When your recipient tries to use the link, AoC prompts them to download and install IBM Aspera Connect, the same software you installed to enable high-speed transfers between your desktop and an Aspera server. See Aspera Connect for Outside Users. It may be helpful to remind them that, after they install Connect, they may need to adjust their browser settings to allow Aspera Connect to run. Just like you, they must install the Connect app once on their computer, and they must add the browser extension once in each browser they'll use to access Aspera on Cloud. For details, see Installing Aspera Connect.
    • Link recipients can act on the folder according to the permissions you set, until the expiration you set for the link.

Managing Links

To manage your existing links for a given folder, including reviewing, resending, editing, and deleting links, do the following:
  1. Right-click the folder and select Get shared link; the Share link window displays.
  2. In the Share link window, click Manage links.
  3. For private links that you can share with current folder collaborators, you can do the following:
    1. To send this link to one or more folder collaborators, click the Send icon.
    2. To copy the link to your clipboard, click the Copy icon.
    3. To delete this link, click the Trash icon. The link becomes invalid immediately. Anyone who has this link can no longer use it to access the folder.
  4. For public links that you can share with anyone, you can do the following:
    1. To change the expiration or permission for this link, or to apply a password to this link, or to reset an existing password, click the Edit icon. Such changes become effective immediately, and anyone who already has this link will be affected.
    2. To send this link to more recipients, click the Send icon.
    3. To copy the link to your clipboard, click the Copy icon.
    4. To delete this link, click the Trash icon. The link becomes invalid immediately. Anyone who has this link can no longer use it to access the folder.

Content Permissions

There are four preset or composite permissions and seven custom permissions for content in your Files app:

  • Preset or Composite permissions:

    • Edit (also called Can Edit)

      This is the highest level of permission and gives a user full control over the item; it contains all other permissions.

    • View (also called Download Only)

      Includes Browse, Download, and Preview permissions.

    • Upload

      Includes Create/Upload folders and Upload files

    • Preview

      Includes Browse and Preview

  • Custom permissions (content must reside on a transfer server with node software at version 3.7.4 or higher; see the "Package Information" section of the IBM Aspera High-Speed Transfer Service Release Notes for specific build numbers for your platform):

    • Create/Upload folders

      Create or upload an empty folder; to upload folders containing files, enable this permission along with Upload files.

    • Rename

      Rename files and folders.

    • Upload files

      Upload files and folders; to upload folders containing files, enable this permission along with Create/Upload folders permission -- or use Upload composite permission. See Delete below for uploading a file with the same name as an existing file (overwrite or replace). You need Upload permission to a folder to move or copy content to it.

    • Download

      Download the folder or file in the folder.

    • Preview

      Preview movie files in the folder. Thumbnail previews of supported image tiles are always available.

    • Browse

      Browse folder content; if this setting is not enabled, you can see the folder but cannot view folder contents.

    • Delete

      Delete or overwrite files and folders in the folder.

The permission you have to a given file or folder depends upon how you gained access to it. Check your permission to a given folder by right-clicking and selecting Info.

  • For items you upload to the root level of your Files app, and for items you move from a package in your Packages app to the root level of your Files app, you have full Edit permission (requires Upload permission to the root level; if your administrator has restricted upload capability to the root level of your Files app in this workspace, you can upload only to folders to which you have upload permission, not to the root level).
  • For items you upload or move into a folder, you have the same permission that you have to the folder.
  • For folders shared with you, you have the permission granted to you by the person who shared.
    Note: The person who shared a folder with you is the only person who can change your permission to that folder.

    The person sharing can grant you only the permissions they have to the given folder, or a lesser permission; for example, if I have Browse, Preview, and Download permission, I can grant you one or more of those three permissions, but I cannot grant you Delete permission, since I myself don't have Delete permission.)

    In the same way, the permission you can grant to a folder you share depends on the permissions you have to that folder. You can grant any or all of the permissions that you yourself have to that folder, but you cannot grant a permission that you do not have.

Change Permissions to Shared Folder

You can grant only the permissions you yourself have to this folder; you cannot grant permission that you don't have.
To change permission for a folder collaborator, do the following:
  1. Click to open the intended folder.
  2. In the right-side panel, locate the intended collaborator; do the following:
    1. Click the three-dot menu and select Edit permissions.
    2. Click the Permissions field to select a pre-set permission group, or select Custom, then select the check box for each available custom permission to assign.
    3. Click Save.
    If the collaborator's name does not appear in the list, do the following:
    1. Click See all collaborators to display the list of all users who have shared access to this folder.
    2. Right-click the row of the person whose permissions you want to change, and then select Edit permissions.
    3. Click the Permissions field to select a pre-set permission group, or select Custom, then select the check box for each available custom permission to assign.
    4. Click Save.
To change permission for someone using a public link, do the following.
  1. Right-click the intended folder and select Get shared link.
  2. Click Manage links.
  3. For the intended link, reset the permission.
    Note: When you reset the permission for this link, that new permission applies to every person you shared this link with.
    Note: You can grant only the permissions you yourself have to the folder.

Unshare a Folder

To remove a folder collaborator's access to a shared folder, do the following:
  1. Click to open the folder to unshare.
  2. In the right-side panel, locate the intended collaborator; click the three-dot menu and select Revoke, then confirm.
    If the collaborator's name does not appear in the list, do the following:
    1. Click See all collaborators to display the list of all users who have shared access to this folder.
    2. Right-click the row of the person to remove, and then select Revoke; then confirm.
To remove folder access via a link, do the following:
  1. Right-click the intended folder and select Get shared link.
  2. Click Manage links.
  3. For the intended link, click the trash can icon.
    Note: When you delete a link, anyone one else using that link to access the folder loses access.