Share a node folder with a workspace

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To allow the members of a workspace to use the content in a node attached to your org, an admin must give them access to the content. When you administratively share a folder with users, as described in this procedure, all admins in your org can manage the folder access. This shared management ability is typically preferable to having one admin user share a folder as an individual user; in such case, only that individual admin can revoke or change access permissions.

Use this procedure to give users in the Files application:

  • Shared access to content in your cloud or on-prem storage.
  • A folder in which they can collaborate on content according the permissions you set.

Once you share the folder using this procedure, users see it on the top level of their Files app.

For each folder you share, you set permissions for each user and group you share with. These permissions determine the actions that users can take on the folder contents. For details, see Content Permissions.

This procedure allows you to share one folder at a time with one or more members of a single workspace. To share multiple folders, or to share a folder with users in multiple workspaces, repeat the procedure

Procedure

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Note: To complete this procedure, you need the secret of the node containing the folder you want to share.
  1. Go to Workspaces > workspaceName > Applications > Files app > Shared folders > Create new.
  2. Do one of the following:
    • Enter the node secret and click Log in.
    • If you have a different access key for this node, click Use custom access key, enter the key and associated secret, then click Log in.
  3. (Optional) To create a new folder on the node, do the following:
    1. Click Create folder.
    2. Enter a name for the new folder and click Create.
  4. From the list of folders that displays, select the folder to share by clicking the option button on the folder row.
    If required, you can click a folder name to drill into it. Go back up a level using the breadcrumb list at the top of the modal.
  5. (Optional) To display a different name for the folder to the workspace users (perhaps a name that may be most meaningful to them), enter the desired name in the Display name text box.
  6. Click Submit.
  7. To give all members of the workspace access to this folder, click Add all workspace members.
    1. Set the access permission level for these users.
    2. If desired, add other members you want to access this folder at the permission level you set.
    3. Click Add.
  8. To give specific workspace members access to this folder, click Add member.
    1. Set the access permission level for these users.
    2. Enter the names of workspace members which whom to share this folder at this permission level.
    3. Click Add.
  9. To change a user's access to the shared folder, click the user row to open the record, adjust permissions as required, then click Save.
  10. To remove a user's access to the shared folder, select the check box to the left of the user row and click Delete.
Note:

When new members join the workspace Files app, they can see and access shared folders as follows:

  • Folders shared with the entire workspace.
  • Folders shared with the new member as an individual or as a group member.

Add a member to an existing shared folder

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  1. Go to Workspaces > workspaceName > Applications > Files app > Shared folders.
  2. Right-click the intended folder to see the current member list.
  3. Do one of the following:
    • Enter the node secret and click Log in.
    • If you have a different access key for this node, click Use custom access key, enter the key and associated secret, then click Log in.
  4. Click Add member.
  5. Select the access permission for this new member.
  6. Enter the member name.
  7. Repeat steps 5 and 6 for additional new members.
  8. Click Add.

Node access for workspace managers

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  1. Go to Workspaces > workspaceName > Profile > Node access for workspace managers.
  2. Click Add.
  3. In the Name drop down, select the node you want to give access to.
  4. In the Access key field, enter the access key provided by your administrator.
  5. In the Secret field, enter the secret associated with the access key.
    Click the eye icon to show or hide the secret as you type.
  6. From the Node owners drop down, select who can manage the node:
    1. Only ATS admins: Only ATS administrators can manage the node.
    2. All admins: All administrators can manage the node.
    Note: Node owners can browse and manage this node without the need of an access key.
  7. Click Log in to save the configuration and establish node access.
  8. Click Cancel if you do not want to save the configuration and exit.