Request a package to a shared inbox

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You must be a member of the shared inbox with 'Add users' permission to invite someone to send a package to the shared inbox.

Do you have 'Add users' permission? In your Packages application, click the shared inbox name in the left-side panel. If you have 'Add users' permission, you'll see an 'Add' button at the top of the right-side panel and a 'Share submission link' link below the list of collaborators.

When you send a submission link to invite someone to send to a shared inbox:

  • They receive an email notification containing the submission link.
  • When they click the link, a sending portal displays, pre-addressed to the shared inbox. If you send a private link and your recipient has 'Send' permission to more than one shared inbox, they can click the To field to access those other shared inboxes.
  • You can send a link you've already created, or you can create a new link.
    • If you create a new link, you may be able to customize it, depending on what your administrator has allowed; see "Customize the Submission Link" below.
  • You can send a Private link to a current member of the shared inbox.
    • The submission link invites a current member with Send permission to submit a package to the shared inbox.
    • This is an authenticated link: the user must log in to Aspera on Cloud to access the sending portal; all packages sent by that user are tracked by the user's name.
  • You can send a Public link to someone who is NOT a member of the shared inbox.
    • This recipient may or may not have an Aspera on Cloud account.
    • You can configure an expiration date for each submission link; the recipient of your invitation can send any number of packages to the shared inbox until the link expires.
    • You can require the recipient to use a password when submitting a package.
    • Unless the submitter includes their name and email address in the sending form, Aspera on Cloud identifies the sender of such a package as "Anonymous Sender." (The administrator can configure a setting that requires the submitter's name and email.)
    • Note that if the person you invite forwards the submission link (and the password, if set) to another person, that second person can send as many packages as they want to the shared inbox as long as the link is valid.
  • If the shared inbox requests metadata, the recipient of the submission link will see the metadata fields when they send a package; they must enter data in any required fields.

Procedure

  1. Enter the shared inbox by clicking the inbox name in the left panel.
  2. In the right panel, click Manage submission links.
  3. To create a new link, do the following:
    1. Select the desired heading, 'Private link' or 'Public link', then click New link.
    2. If a window displays allowing you to customize the link, enter the text you want for the link or accept the existing text, then click OK. See Customize submission links.
    3. To set an expiration date or password for a public link, click Edit. In the Expiration date field, select a preset date or click Custom to configure the desired expiration.
    4. To set a password for a public link, click Edit. Set the Password protection toggle to On.
    5. To copy the link, click the Copy icon. Save the password to a secure location; once you click Save, you cannot recover the password. Click Save.
    6. To send an email notification with the link, click Send. Enter the recipient user names or email addresses, then click Send. If this link requires a password, send the password to your recipients according to your local site security practices.
    7. To copy this link to send using email or another method, click the Copy icon and deliver the link to your recipients as desired.

      When you click Copy, you overwrite anything previously stored on your clipboard. If you previously copied the password fore this link, be sure you have stored the password in a secure location before copying the link to your clipboard.

  4. To reuse the most recent link, select the link and click Copy; send the link to your recipient using email or another method.

    If a password is required for this link, send the password to your recipients according to your local site security practice. You can regenerate the auto-generated password or create a custom password. Keep in mind that changing the password affects all users of the link, including those you previous gave the link to.