Shared inboxes overview

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As an org admin or workspace manager, you can configure shared inboxes. A shared inbox is an optional workspace feature similar to a distribution list: Depending on access privileges you assign, users can send content directly and simultaneously to all members of the shared inbox and can view all packages sent to the shared inbox.

Introduction

Shared inbox members may be users or user groups. A workspace may have multiple shared inboxes, each with discrete or overlapping membership. A user may be a member of multiple shared inboxes within the workspace, or of none.

When a user sends content to a shared inbox, Aspera on Cloud collects the selected content into a digital package and delivers it to the shared inbox, where each shared inbox member can access it (again, depending on assigned permissions).

For related information, see and Creating a New Shared Inbox.

For a user perspective, see What is a shared inbox?

Managing shared inboxes

Access shared inbox management through either the Admin app or the Packages app.
  • Admin app: Workspaces > Applications > Packages > Shared Inboxes.
  • Packages app: Workspace > Manage shared inboxes.

Shared inbox content expiration policies

You can configure shared inbox-level content expiration policies that override policies set for the workspace. Such policies apply to digital packages sent to the shared inbox. Content expiration policies are one form of storage usage management available in Aspera on Cloud. You can configure both time-based and download-based expiration of package contents. For details, see Setting Content Expiration Policy.

Shared inbox metadata

You can configure a shared inbox so that members with Send permission apply metadata tags that you define to each digital package sent to the shared inbox. AoC maintains the association between these tags and the package content to allow for easier identification, sorting, and searching. You can make metadata tags required or optional, and specify them in several forms, including a time/date field, single-text field, a text box, a single-choice drop-down, or multiple-choice check boxes.

Shared inbox recipient members can view metadata tags applied by senders in the package details panel for each package in their shared inbox packages list.

For details, see Add metadata fields to a shared inbox.

Shared inbox permissions

You can configure one or more discrete access permissions to the shared inbox for each shared inbox member:

  • Send: The user with 'Send' permission can send packages to the shared inbox.
  • Receive: The user with 'Receive' permission can receive packages submitted to the shared inbox.
  • Add users: The user with 'Add users' permission can add new members to the shared inbox and grant them any of the three permissions. This user can also send a submission link to invite others to submit files and folders to the shared inbox.

Shared inbox submission links

Administrators, workspace managers, and shared inbox members with 'Add users' permission can send submission links. There are three types of submission links for a given shared inbox.
  • Private link: Send a private submission link to an existing member of the shared inbox to invite them to send a package to the shared inbox.
  • Self-registration link: Send this submission link to allow the recipient to self-register as a member of the shared inbox. You can configure approval requirements that must be met before the link user is admitted. You can also bypass the approval requirements so that anyone with the self-registration link can become a member of the shared inbox automatically.
  • Public link: Send this link to someone who is not a member of the shared inbox.

To configure self-registration for a shared inbox, see Allow self-registration for a shared inbox. For a user procedure, see Request a package to a shared inbox.