Sharing strategies

Share a link with an existing 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. If this is the first private link to this folder, click New link.
3. Select Private link. Only folder collaborators can access this folder with this link.
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 your 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 folder and add a folder collaborator; recipient must log in

Use this method to:

• Share a folder with a member of your workspace and add them as a folder collaborator.
• Share a folder with someone who is not a member of your workspace and add them as a folder collaborator; 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 (note that individual users can disable 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 becomes a limited user in the organization, without workspace membership, with access to this folder and its subfolders only. They must log in to Aspera on Cloud to access the folder contents.

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 or to your AoC organization.

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.
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. 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 Installation.
   • Link recipients can act on the folder according to the permissions you set until the expiration you set for the link.