FileCloud Server

Version 21.1
User Guide
FileCloud Server Version 21.1 User Guide

Copyright Notice
© 2021 CodeLathe Technologies, Inc. All rights reserved.

No reproduction without written permission.

While all reasonable care has been taken in the preparation of this document, no liability is accepted by the authors, CodeLathe Technologies, Inc., for any
errors, omissions or misstatements it may contain, or for any loss or damage, howsoever occasioned, to any person relying on any statement or omission
in this document.

CodeLathe Technologies, Inc.

Phone: U.S: +1 (888) 571-6480
Fax: +1 (866) 824-9584
Email: [email protected]
1. About FileCloud Server for Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
2. User Account Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3. Web Browser (User Portal) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
3.1 Logging In to the User Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.1.1 Creating A New User Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3.1.2 Log in Using Two-Factor Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
3.1.3 Reset a Forgotten Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.1.4 What is single sign-on (SSO)? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.2 Places in the User Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3.2.1 Navigation Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
3.2.2 File Operations Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3.2.3 Switch to Classic UI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
3.2.4 User Account Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
3.2.5 User Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
3.2.6 Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
3.2.6.1 Guide to Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
3.2.7 Recent File or Folder Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
3.2.8 Switch to Admin Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
3.3 My Files, Team Folders, Network Shares, and Shared with Me . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
3.4 Basic File and Folder Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
3.4.1 Working in Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
3.4.1.1 Browsing Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
3.4.1.2 Locating items in a folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
3.4.1.3 Sorting items in a folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
3.4.1.4 View Folder Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
3.4.2 Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
3.4.3 Create New Files and Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
3.4.3.1 Using the Markdown Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
3.4.4 Selecting items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
3.4.5 Preview a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
3.4.6 Copy Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
3.4.7 Move Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
3.4.8 Rename Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
3.4.9 Download Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
3.4.10 Uploading Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
3.4.11 Add to Starred . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
3.4.12 Editing Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
3.4.12.1 Web Edit/Open in Office Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
3.4.12.2 Edit in the Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
3.4.13 Delete Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
3.4.13.1 Perform Actions on Deleted Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
3.5 Advanced File and Folder Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
3.5.1 Set Permissions on Folders in the User Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
3.5.2 Switch from List View to Gallery View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
3.5.3 Playing Audio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
3.5.4 View Previous Versions Of Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
3.5.5 File Locking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
3.5.6 File and Folder Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
3.5.7 Freeing up space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
3.5.7.1 Remove All Old File Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
3.5.7.2 Clear Incomplete Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
3.5.8 Creating a Direct Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
3.5.9 Adding Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
3.5.9.1 Color Tag Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
3.5.10 DRM for exporting secure documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
3.5.11 Work with Email Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
3.6 Sharing Files and Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
3.6.1 Sharing Files and Folders Publicly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
3.6.1.1 Public Share Options for Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
3.6.1.2 Public Share Permissions for Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
3.6.1.3 Video of Sharing a file with everyone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
3.6.1.4 Set Share Preview for Public Folder Shares . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
3.6.2 Sharing Files Privately . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
3.6.2.1 Private Share Options for Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
3.6.2.2 Private Share Permissions for Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
3.6.2.3 Sharing Files Privately with New Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
3.6.2.4 Video of Sharing Files Privately with Existing Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
3.6.3 Share a Folder Privately . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
3.6.3.1 Private Share Permissions for Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
3.6.3.2 Share a Folder Privately with New Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
3.6.3.3 Allow Share Members to Manage Re-Shares . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
3.6.4 Share Options for Public and Private Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
3.6.5 Managing Shared Files and Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
3.6.5.1 Edit Share Options, Share Users, and Share Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
3.6.5.2 Email or Copy a Share Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
3.6.5.3 Viewing Expired Shares . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
3.6.5.4 File Change Notifications for Shares . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
3.6.5.5 Viewing Existing Shares . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
3.6.5.6 Deleting a share . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
 3.6.5.7 Share History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
3.6.5.8 Leaving a Share . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
3.7 Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
3.7.1 Customize notifications in user settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
3.7.2 Set notifications for Files and Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
3.7.3 Effective Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
 About FileCloud Server for Users
FileCloud Server is a software solution that provides your organization with file access, file sharing, and file synchronization, and gives you complete
control of your data with unmatched security.

FileCloud supports how you work:

Choose your operating system (Windows, Mac, Linux OS)

Choose a mobile device to access files regardless of your location (iOS, Android, Windows Phone)

Choose which browser you want to use (Google Chrome, Internet Explorer, Mozilla Firefox, Oracle Opera, Apple Safari)

Mount your FileCloud data as a Windows drive

Access files stored in FileCloud from your Microsoft applications

Choose the types of files you want to preview, sync and share (Adobe Illustrator, medical files, Microsoft WORD, Adobe PDF Reader,
Microsoft Office PowerPoint and Excel)

Although an administrator can configure these options differently, by default, you have the following storage and activity limits in the FileCloud system:

Type Description

Max number of files in system No limit

Max number of folder in system No limit

Folder depth limit None

Path limit No limit imposed by FileCloud server. However, If that path is synced,
then windows OS has 256 character limit. Any folder/file name with path
that exceeds 255 char will not be accessible via file explorers (Though
the folder contents will sync)

Network shares' path cannot exceed 256 characters.

Please note that folder/file names of Excel files must not be longer than
218 characters: Excel specifications and limits

Single file upload limit No limit

Single file download limit No limit

Folder or Multi file download Linux: No limit, Windows: 4GB (Zipped file size should not exceed 4GB)

User storage quota limit None

Managed storage max single file size limit None imposed by system

Folder upload limit (Drag and drop in browser) 100 files or folder will be uploaded if a folder is uploaded using drag and
drop (No limit if uploading using file/folder chooser)

Real time sync limit 100000 files

Thumbnail Not shown for image files larger than 100MB

5
6
 User Account Types
Once an enterprise installs FileCloud, the FileCloud administrator will provide each user with an account.

Table 1. User Types Comparison

User Access Feature Full Access Guest Access Limited Access

User Portal (Web Browser) Access Permitted Permitted Permitted

Fully functional Not all functions available Not all Functions Available

View shared files Permitted Permitted Permitted

View Network Shares Permitted Permitted Only via shares created by users

Authentication Local / ActiveDirectory Local / ActiveDirectory Local Only

Mobile App Access Permitted Permitted Not Available

Fully functional Not all functions available

Personal storage in FileCloud Available Not Available Not Available

Share files with other users Permitted Permitted Not Available

Access storage using Cloud Drive Permitted Permitted Not Available

Sync storage using Cloud Sync Permitted Permitted Not Available

SSO Login Permitted Permitted Not Available

Group Membership Can be member of any group Can be member of any group Can be member of any group except
Everyone.

Admin Account Can be Admin Account Can be Admin Account Cannot be an Admin Account

Team Folders Permitted Permitted Only via shares created by users

Automation App Permitted Permitted Not Available

File and Folder Comments Permitted Permitted Not Available

2FA Permitted Permitted Available by license beginning in

Version 20.2 for enterprise customers.

Once an user account is created, it can be assigned different access levels. There are four different access levels for an user account.

Admin Access

An account with admin access level has complete control over the FileCloud system. This account will be used to manage the FileCloud server instance.
Other users can be marked as 'admins' and given limited set of permissions.

Full Access

An account with full access has its own private cloud storage space in the "My Files" area. These users can:

store files in their own private cloud storage space

view/download files stored in their storage space
view/download files shared with them by other user accounts

Guest Access

An account with guest access level have restricted access to the FileCloud system. These user accounts do not have a private cloud storage. These users
can:

view/upload/download files shared to them by other user accounts

They can re-share content if they have permissions

Limited Access

An account that can only be used to access the User Portal through a Web browser. Limited Accounts can:

view/upload/download to content shared with them

Limited Access accounts can only be local user accounts.

7
 Web Browser (User Portal)
You can access your files stored on the FileCloud server through a web browser.

The User Portal allows you to manage the files you want to store and save using the FileCloud Server site.
After an administrator has installed and configured the site, you will be sent information on how to log in.
Use the portal to securely access your enterprise data from anywhere using any device

As a FileCloud user, you need 3 pieces of information to access

your FileCloud account.

FileCloud URL: Your Admin or Hosting Provider will

provide you with the URL to your site.

Account: You can log in a few different ways:

Your Admin will provide you with your account name.

Note: If single sign-on is enabled, a link for single sign-on also You might have permissions to create a new account yourself
appears on the log-in screen. for the first time.
You might be able to use the same name as your
organizational login.

Password: As with account, it can be created in a few

different ways:

Provided by your Admin when your account was created.

Created by you if you created your own account.
The same as your organizational login password.

In this section:

Logging In to the User Portal

Places in the User Dashboard
My Files, Team Folders, Network Shares, and Shared with Me
Basic File and Folder Operations
Advanced File and Folder Operations
Sharing Files and Folders
Notifications

8
 Logging In to the User Portal
You can connect to FileCloud Server with your web browser by using a link or typing in the address that you have received from your administrator or
service provider.

You must have the following 3 pieces of information to access FileCloud:

FileCloud URL:
The URL to your site. For example: https://myFileCloudTeamSite.FileCloud.com. Your administrator provides you with this URL.

Account:
Your administrator either:
provides you with this name
or
gives you permission to create a new account yourself for the first time
or
enables you to use the same name as in your organizational login

Password:
Either:
your administrator provides you with your password
or
if you have created your own account, you enter a password
or
your administrator enables you to use the same password as in your organizational login

This information may be in your Inbox. Check to see if you received an Invitation or Welcome message from FileCloud.

Enter the URL to access the log-in screen:

9
 Note: If single sign-on is enabled, a single sign-on link also appears on the log-in screen.

Also see:

Creating A New User Account

Log in Using Two-Factor Authentication
Reset a Forgotten Password
What is single sign-on (SSO)?

10
 Creating A New User Account
FileCloud allows you to create your own user account.

However, this option is configured by your administrator and may not be available depending on your company's policies.

If your account requires admin approval:

You are notified by email when:

You initially try to connect (admin approval pending)

When the administrator has approved the device you are trying to connect with

If you click the New Account button and get an error, please contact your administrator. Your company policies may not allow to create your own
account.

To create a new user account:

1. Open a Web browser.

2. Type in the URL provided by your Administrator. For example, https://<yourteamname>.filecloudonline.com
3. Click the New Account button.
A New Account window opens.
4. In Email, type in the address where you want to receive notifications about FileCloud issues.
5. In Account Name, type in a string of characters.
6. In Password and Repeat Password, type in the same string of characters.
Check with your administrator for password requirements.
7. Click I agree to Terms of Use, and read the terms of use, then click the checkbox.

11
 8. If you want your user interface to display a language other than English, click English at the bottom of the page, and choose a language option.

9. Click Create.
The screen displays Success and the message Check your email account for instructions to activate your account.

12
 Log in Using Two-Factor Authentication
If your administrator has enabled two-factor authentication, you are required to enter an additional code in order to proceed. After you log in, you are
prompted to enter a 2FA security code.

Two-factor authentication via email code delivery

If two-factor authentication is set up to use email id, then the 2FA security code is sent to the email address associated with your FileCloud account, and it
remains valid for 10 minutes. Enter it into the following dialog box and click Login.

Two-factor authentication via SMS code delivery

If two-factor authentication is set up to use SMS, then you will receive a code via the phone number associated with the account. The code will be valid for
10 minutes. Enter it into the following dialog box and click Login.

Two Factor Authentication with TOTP or DUO

If two-factor authentication is set to Google Authenticator, then you will need to set up Google Authenticator for the first time.

Note: Once Google Authenticator is set up, it is no longer shown. Only the Administrator can reset the Google authenticator setup.

13
 1. Download and install Google Authenticator in your smart device.
2. Choose Scan barcode or Manual entry.

3. Click Next.
If you choose Scan barcode, the following screen opens.

If you choose Manual entry, a screen with the code opens.

4. Scan the barcode or enter the code manually into Google Authenticator.

14
 Reset a Forgotten Password
Depending on the configuration of your system, the Forgot Password option may not appear in your log-in screen. If it does not appear, you
must contact your administrator to reset your password.

If you are an AD or LDAP user, the Forgot Password option is not functional for you. If you have forgotten your password, please contact your
administrator.

If you forget your FileCloud password:

1. Open the log-in screen and click Forgot Password.

A new screen opens.

15
 2. Enter your email or username and click Reset Password.

The message Check your email account for instructions to reset your password appears.

16
 What is single sign-on (SSO)?
Single sign-on is a feature that enables you to enter your username and password once to log in to multiple software applications.

For example, single sign-on could enable you to log in to FileCloud and your company website at the same time so you could upload company files to
FileCloud.

If single sign-on is enabled in your system, your user portal log-in screen appears as:

Click Log In with SSO and log in with your FileCloud username and your SSO password.

17
 Places in the User Dashboard
The User dashboard is available in FileCloud Server version 15 and later.

The first screen you see when you log in to FileCloud is the user dashboard. It's the place where you manage all of your files and share them with your
colleagues and teams.

Your browser does not support the HTML5 video element

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 Navigation Panel
The navigation panel in the user dashboard takes you to the folders that store your FileCloud files; it also displays notices and opens a page that shows file
operations. .

All Files - Click the folders in this section to access all of your local and
remote FileCloud fies. For information about the folders, see My Files,
Team Folders, Network Shares, and Shared with Me.

Recent Documents - Click Recent Documents to view a list below it of

the files that you have accessed recently. Click on a file to see a preview
of it.

Starred- To add a file or folder to the Starred list, click the star next to it in
the main section of the screen:

19
 All of the files and folders that you have starred appear under Starred
when you expand it in the navigation pane. Click on a file under Starred to
preview it. Click on a folder under Starred to view its contents in the main
section of the screen.

Shared by Me - Click Shared by Me to list all of the files and folders that
you have shared in the main section of the screen. If you hover over one
of the shares, icons for linking to share actions appear:

For more information about working with Shared by Me files, see Viewing
Existing Shares.

File Operations - Click File Operations to view a pop-up screen that

shows the progress of file operations when they occur. When the
operation is complete, the file is displayed with an overlay icon indicating if
the operation was successful. For more information, see File Operations
Window.

20
 Notice - This section shows a revolving news feed of information about
FileCloud or your company.

Deleted Files - Click Deleted Files to view files and folders that you have
marked for deletion. From Deleted Files you can restore or permanently
remove deleted items. For more information, see Delete Items and Perform
Actions on Deleted Items.

21
 File Operations Window
When you click the File Operations link in the navigation pane, a window opens and overlays the bottom half of the screen.

The window shows the progress of actions as they occur on files and folders in FileCloud.

22
 Once the action is complete the window shows the file or folder overlaid with a check or x that indicates if the action succeeded or failed. For files, a list of
action icons for choosing the next action on the file appears. Possible next actions are Open in Folder, Preview, Edit, Share, and Delete.

The window includes separate tabs for displaying Upload, Download, and Other actions. Other includes:

Delete
Export DRM file
Move
Rename
Folder actions

Files and folders are listed in the File Operations window for a short amount of time after the action occurs.

To filter the items shown in the window, enter a search string in Filter items, or change Show all in the drop-down list to Show processing or Show failed.

23
 Switch to Classic UI
FileCloud version 20.2 introduces a new user-friendly interface with enhanced features. However, you can seamlessly switch back and forth between the
previous (classic) UI and the current one by clicking the Switch to Classic UI/Switch to New UI link in the user menu.

To switch from the current UI back to the classic UI:

1. Click your username in the upper-right corner of the screen.

2. In the drop-down list, choose Switch to Classic UI.

Your user interface immediately changes to the previous (classic) version.

To switch from the classic UI to the new UI:

1. Click your username in the upper-right corner of the screen.

2. In the drop-down list, choose Switch to New UI.

Your user interface immediately changes to the new version.

24
 User Account Settings
You can use the FileCloud User portal to configure your user account settings.

For help with notification settings, see Notifications.

To access the Settings page,

1. In the user portal, click your name in the upper-right corner of the screen and choose Settings.

25
 The Settings page opens to the General tab.

A Profile Picture is available in FileCloud Server version 15 and later.

To add or update your profile image:

1. In the Settings page, click the profile icon or image.

An Upload New Photo button appears.

2. Click the Upload New Photo button.

3. Upload an image from your file system.

26
 4. Refresh your screen.
The uploaded image is now your profile image

To remove your profile image:

1. In the Settings page, click the profile image.

2. Choose Remove Photo.

Your profile photo is removed and your profile image appears as:

Your account name is the name you log in with. It may not be the same as your display name, which appears in the upper-right corner of the FileCloud
screen.

27
 On the Settings page, your account name appears after your profile image or icon under Account.

Only an Administrator can change your account name.

By default your display name is the same as your account name and appears in the following places:

The upper-right corner of the FileCloud screen.

On any FileCloud email notifications
On the General tab of the Settings screen.

Only an Administrator can change your Display Name.

A good security policy includes changing your password often.

These instructions require you to know your old password.

To change your password:

28
 1. In the Settings page, click Change Password.

A dialog box for entering your old and new password opens.

2. Type in your old password, your new password, and then retype your new password.
3. Click Change.

AD and LDAP users and users created via SSO cannot change their passwords. Beginning with FileCloud 20.2, the Change Password
option does not appear for these users.

If you have forgotten your password, see Reset a Forgotten Password.

In the User portal you can:

View your email address. This is where all FileCloud notifications are sent. Only an Administrator can change this setting.
Unsubscribe from the mailing list.

Your email address appears at the top of the Settings page.

To unsubscribe from email notifications:

1. In the top row of the Settings page, click Unsubscribe from Email Notifications.
2. A dialog box prompts you to confirm.
3.

29
 3. Click OK.
The link now appears as Subscribe to Email Notifications. If you want to resubscribe to notifications, click the link.

To receive text messages from FileCloud, your phone number must be entered into the system. To add or change your phone number, in the Settings
page, click Change Phone Number, and enter or modify the phone number.

To view how much of your My Files space you have used:

1. In the Settings page, view your available and used My Files space under Disk Usage.

The bar below your used/allocated space shows the percent of your allocated space that you have used.
2. Click the Details button to view details about the files and folders stored in your My Files space.

3. Click the eye icon in the Deleted Files row to view your deleted files.
If you have deleted files, an x appears next to the eye icon.
4. Click the x to clear the deleted files from your disk.

Only an Administrator can allocate disk space for you to use.

Beginning with FileCloud Version 20.2, you can choose a light or dark theme, select your own color for main features in the user interface,
and view your user interface in high contrast mode.
Beginning with FileCLoud Version 20.3, you can choose one of our custom themes.

30
 Theme

By default the user portal uses the light theme, but you can change to the dark theme or a custom theme.
You can preview all currently available themes at User Portal Themes.
To change the theme, select an option in the Theme drop-down list of the Settings page.

The FileCloud user portal viewed with the dark theme:

31
 Color
By default, the main features in the user interface are a blue. To change their color, move the slider on the color bar to the left or right.

The FileCloud user portal viewed with green features:

32
 Shade of color

Select one of the five bars below the color bar to set how light or dark the selected color appears.

The FileCloud user portal viewed with light green features.

33
 High Contrast Mode

High contrast mode is accessed directly from the drop-down list in the upper-right corner of the screen rather than the Settings page.
To set high contrast mode, click your name in the upper-right corner of the screen and choose High Contrast.

34
 In high contrast mode, the user interface appears with the following theme:

If you change this setting, the labels on all screens in the User Portal appear in the selected language.

To change your display language:

1. In the user portal, click your name in the upper-right corner of the screen and choose Settings.
The Settings page opens to the General tab.
2. In the Language drop-down list choose a language.

You are not asked to confirm this change. As soon as you select a language, the screen refreshes in the chosen language.

35
 To change the default date or time format, on the Settings page, choose a different option in the Date Format or Time Format drop-down list.

This tab does not appear in the user interface for Limited users.

This Devices tab of the Settings page provides options for managing your connected devices and remove them if needed.

Devices can use the following clients to log in to a FileCloud Server site:

FileCloud iOS App

FileCloud Android App
FileCloud Windows Store App
FileCloud Sync
FileCloud Drive
FC Outlook Add-in
FC Office Add-in

To view your devices:

1. In the user portal, click your name in the upper-right corner of the screen and choose Settings.
The Settings page opens to the General tab.
2. Click the Devices tab.
View details of your devices.

To get the authorization code for a device:

1. When you log in through a device, you may be required to enter an authorization code.
To get the authorization code you must approve the device on the Devices tab.
1. Log in and access the Devices tab.

2.

36
 1.

2. The Device Status column indicates if a device needs approval.

3. Click the check for the device under Actions.

A dialog box with the authorization code opens.

4. Enter the authorization code into Enter Code on your device.

37
 User Alerts
New features for alerts are available in FileCloud Server version 15 and later.

The ability to unsubscribe from alerts is available in FileCloud Server version 17.3 and later.

You are automatically alerted in real-time when changes occur to your files.

You are also notified when:

You are identified in comments with @username

Shared folder access changes
A system-level alert is sent

FAQs

Click the bell icon in the upper-right of the screen to display any alerts.

You will also receive an email message for each notification.

Yes, you can opt out of the email notifications.

If there are a large number of changes and you are seeing too many email notifications, you can unsubscribe from the notifications.

To unsubscribe:

1. In the user portal, click your name in the upper-right corner of the screen and choose Settings.
The Settings page opens to the General tab.
2. Click the Account tab.

38
 3. In the Account window, click Unsubscribe From Email Notifications.

A dialog box prompts you to confirm.

4. Click Unsubscribe.

39
 Keyboard Shortcuts
User Interface shortcuts
The FileCloud user interface includes a number of keyboard shortcuts for performing actions.

While you are working in the user interface, to view the list of shortcuts, click your username, and choose Show Shortcuts.

40
 The following list of shortcuts opens:

For more information about the keyboard shortcuts, see Guide to Keyboard Shortcuts.

41
 Guide to Keyboard Shortcuts
Open Shortcut Reference
Select a File or Folder
File and Folder Actions
Page Navigation

Beginning with FileCloud 21.1, all FileCloud actions can be completed using keyboard shortcuts. This makes FileCloud fully compliant with
VPAT Guideline 2.1, Keyboard Accessible. For more information, see https://www.w3.org/TR/WCAG21/#keyboard-accessible.

Open Shortcut Reference

Windows/Linux macOS Description

Alt + F1 Option + F1 Show shortcuts.

Select a File or Folder

Windows/Linux macOS Description

Shift + a Shift + a Select/deselect all files and folders on page.

Space Space (Use when navigating list with arrow keys) Select
/deselect current file/folder. Version 21.1+

File and Folder Actions

To perform most of the following file or folder actions, you must select the file or folder first. Use one of the methods shown above under Select a File or
Folder, or check the box next to the file or folder.

Windows/Linux macOS Description

Shift + a Shift + a Select/deselect all files and folders on page.

Space Space (Use when navigating list with arrow keys) Select
/deselect current file/folder. Version 21.1+

Enter/Return Enter/Return Preview selected file or open selected folder.

d d Download selected file/folder.

l l Lock/unlock selected file/folder.

c c Add comment to selected file/folder.

m m Open selected file/folder. Version 21.1+

Delete Delete Delete selected file/folder.

F2 F2 Rename selected file/folder. Version 21.1+

. (period) . (period) Share selected file/folder. Version 21.1+

u or Insert u or Insert Upload a file.

Alt + n Option + n Create a folder. Version 21.1+

Ctrl + i Command + i Show selected folder's properties. Version 21.1+

Ctrl + c Command + c Copy selected file/folder.

Ctrl + x Command + x Move selected file/folder.

42
 Page Navigation
Windows/Linux macOS Description

Page Down Page Down Move down a page in a list.

Page Up Page Up Move up a page in a list.

Scroll up items in a list. Version 21.1+

Scroll down items in a list. Version 21.1+

[ [ Toggle navigation bar (left sidebar).

] ] Toggle activity bar (right sidebar).

p p Open/close File Operations window.

v v Toggle list view/grid view.

Alt + d Option + d Go to deleted files page. Version 21.1+

Alt + Option + Go to the next Web page.

Alt + Option + Go to the previous Web page.

Alt + Option + Move to the previous folder in the folder path.

Ctrl + Home Command + Home Move to the top of page.

Alt + f Option + f Move cursor into search box. Version 21.1+

Alt + r Option + r Refresh the list

43
 Recent File or Folder Activities
The Activity section is available beginning with FileCloud Version 8.0

The Activity section includes geolocation information about actions beginning with FileCloud Version 17.3.

You can disable the Activity tab through a Misc. tab setting.

To view recent activities that have been performed on a file or folder, check the file or folder, and in the right panel, click the Activity tab.

The Activities section shows recent activities you or other users have performed on your files and folders and files and folders shared with you.

To view the geolocation of an action, click the Information icon for the action.

44
45
 Switch to Admin Portal
Beginning with FileCloud Versio 20.3, users with admin privileges can switch from the User Portal to the Admin Portal by clicking the Switch to Admin
Portal link in the user menu.

To switch from the User Portal to the Admin Portal:

1. Click your username in the upper-right corner of the screen.

2. In the drop-down list, choose Switch to Admin Portal.
Note: This option only appears for users with admin privileges.

To switch from the Admin Portal back to the User Portal:

1. Click your username in the upper-right corner of the screen.

2. In the drop-down list, choose User Website.

46
 My Files, Team Folders, Network Shares, and Shared with
Me
At the top of the navigation pane of the user portal is a folder labelled All Folders that contains the four folders that organize all of your FileCloud files.
The My Files folder appears for all users with Full user accounts. Team Folders and Network Shares appear if you have been given access to them. Sha
red with Me appears if another user has shared a file or folder with you.

My Files stores your private files. Your administrator sets the amount of
space you have to store files.

Team Folders provides a single place where teams in a company can

store and organize files and folders.

Team folders are created and shared by your administrator

You can invite other users to access files in the Team Folder
Files that you upload to the Team folder do not count against your
storage quota

Network Shares allows you to access files on your company's servers.

These folders can be mounted in FileCloud and appear as locations

inside the Network Shares folder.
Administrators cannot give Limited users access to network shares.
To add limited users to a network share, a user with FULL access
has to share the folder directly with the limited user. Administrators
will receive an error if they try to grant access to Network Shares to a
user with LIMITED access.

Shared with Me contains folders named for the users who have shared
files and folders with you. Each folder contains the files and folders shared
with you by the user it is named for.

Either click the folder name in the navigation pane,

or from the dashboard, click the folder icon in the main window . . . . . . to view a list of the folder's contents.

You can also click the arrows next to folder names in the navigation pane to expand them and display their sub-folders:

47
48
 Basic File and Folder Operations
Working in Folders
Search
Create New Files and Folders
Selecting items
Preview a File
Copy Items
Move Items
Rename Item
Download Items
Uploading Items
Add to Starred
Editing Files
Delete Items

49
 Working in Folders
Browsing Folders
Locating items in a folder
Sorting items in a folder
View Folder Properties

50
 Browsing Folders
Browsing FileCloud Folders
Sorting, switching views, and hiding panels

Browsing FileCloud Folders

To view the contents of one of the main folders, either click the folder
name in the navigation pane, . . . The contents of the folder are listed in the main section of the screen.
or from the dashboard, click the folder icon in the main window . . .

To browse folders for content expand the folders in the navigation panel or click the folders in the main section of the screen.

Sorting, switching views, and hiding panels

51
 To sort the contents on your screen by name, modified date or size, click the labels at the top of the list.

To switch between list and grid view, click the icon in the upper-right.

52
 To hide and show the left and right panels, click the arrows beside them.

53
 Locating items in a folder
To quickly locate a file or folder, type its name or a portion of its name in the Filter Items box.

54
 Sorting items in a folder
You can sort items in a folder by name, modified date, or size. To sort the items, open the folder and click the label that you want to sort by.

55
 View Folder Properties
You can view a folder's properties to see how much storage space it is using and how many files it contains.

To view folder properties:

1. Leave all folders unchecked to view the combined size and count of all folders or check the box next to a folder to view only that folder's size and
count.
2. Click the More icon at the top of the screen, and choose Properties.
A properties box that shows you sizes and counts of files and folders in the folder opens. It also displays actions that you can perform, such as
viewing and clearing deleted files.
3. To export a list of the files and folders inside the selected folder to a csv file, click Create CSV Folder Index at the bottom of the properties box.

56
 Search
Beginning with FileCloud v17.3, public shares can be searched.

The search function appears for all available data sources in FileCloud including Managed Storage, LAN based Network Shares, and S3 Based
Network shares.

Beginning with FileCloud v20.3, if OCR is enabled in your system, content search returns image files and PDF files that match your search
string.

Admins: To search in the Admin Portal, see Search in the Admin Portal

Basic Search
Search Options
Metadata Search
View Previous Results
After searching

Basic Search

To perform a basic search for a file or folder, enter the search term in the search box at the top of the screen and click enter.

The search is performed on all folders.

By default, filename is searched, but both filename and content may searched. This is set in the Advanced Search dialog box.
Note: If the content search feature is not configured in your system file contents are not searched.
By default, search results are cached for up to 3 months to reduce the server load. This can be configured by your administrator. Search results
can be refreshed by tapping the "Search Again" link.
Searching is case-insensitve.

Any content search hits are returned with the matching string highlighted.

Search Options

57
 Metadata search

Starting from FileCloud version 18.1, metadata search is available if enabled by administrator.

Starting from FileCloud version 19.3, the Use cache results option is available.

Click the drop-down arrow in the search bar to enter advanced search options.

Scope - Which parts of a file or folder are searched.

All - name, content, and metadata (default)

Name Only - file or folder name
Content Only - file content
Metadata - file or folder metadata

Search Type - Search files, folders or both.

All Folders and Files (default)

Folders Only
Files Only

Path Selection - Search everywhere or on a specific folder path only.

All (default)
Selected - Search in the path selected in Selected Path

Modified Date - Only search items modified within the specified dates.

Results Count - Return all matches or no more than 50 matches.

Limit to 50
All (default)

Use Cached Results - When checked, do not clear results for searches
that have been run recently; return results that are already stored.
(checked by default)

To run the advanced search, click Search after you have entered search parameters.

To clear the Advanced Search dialog box, click Cancel after you run a search.

Metadata Search
To perform a metadata search:

1. In the search bar, click the arrow to open the Advanced Search dialog box.

58
 2. For Scope, select Metadata.
Additional metadata fields appear.

3. Choose values for Metadata Set and Attribute. Then choose a value for the attribute.
For help with metadata and its terminology in FileCloud, see Adding Metadata.
4. Click Add Condition.
The condition appears in the table below the attribute.
5. Add any number of conditions.
6. Enter any additional search options.
7. Click Search.

The search in the video below looks for files with Image metadata configured, and then looks to see if Image Orientation is equal to Horizontal.

59
 Note: When you search on a color metadata, the hexadecimal value of the color appears in the condition. For example, the following condition
searches for files tagged green.

Metadata Search limitations

In FileCloud the metadata search is subject to the following limitations:

Search is performed as an exact match. Specify the whole value that you are searching for. Partial matches aren't supported
Every metadata search condition narrows the search - the result has to match all conditions at the same time (AND logical operation is
performed)

View Previous Results

To increase search speed when users rerun a previous search, FileCloud saves search results.

You can return saved results from the search bar, or configure FileCloud to return saved results for an advanced search:

To return saved results from the search bar:

1. Click in the search bar.

60
 2. In the options that appear below, see if there is a Show Previous Search Results option for the search term you are looking for.

3. Click Show Previous Search Results and view the results again.

To use cached results for an advanced search:

1. In the Search bar, click the down arrow.

The Advanced Search dialog box opens.
2. Check the Use Cached Results checkbox.
3. Enter any other search options.
4. Click Search.
If there are previous search results for the same search parameters, the results are returned.

After searching
You have varous options for performing actions on search results.

To save the results of your search:

In the upper-right corner of the screen, click the More icon and choose Download Search Results.

To perform other actions on a file or folder returned in a search:

Hover over the item and click one of the icons to Preview (or Open), Go To, Download, or Web Edit the item.

Click the More icon for additional actions to perform on the item.

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62
 Create New Files and Folders
You can create files and folders within a folder.

To create a new folder:

To create a new file in a folder
To create a folder readme
Which special characters cannot be used in file names?

To create a new folder:

1. Open a folder.
2. Click Add Files and Folders, and click New Folder

The new folder appears in the list.

3. Name the folder, and click Enter.
The folder opens so you can add contents.

To create a new file in a folder

Note: If you are creating a folder readme file, see To create a folder readme, below.

1. Open a folder.
2. Click Add Files and Folders, and choose a file type from the options.
The new file appears in the list.
3. Name the file, and click Enter.
The file opens.
4. Add content.
5. Click Save, and click the left arrow to return to the list of files.
The following video demonstrates the process.
Your browser does not support the HTML5 video element

For help editing a markdown file, see Using the Markdown Editor.

To create a folder readme

A readme file includes information about what a folder is about or what it contains, and is always named readme.md. Since you do not have to name it, it
opens for editing as soon as you create it.

1. Open a folder.

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 2. Click Add Files and Folders, and choose New Folder Readme.
The new readme file opens in a markdown editor.

For help using the markdown editor, see Using the Markdown Editor.
3. Click Save, and click the arrow in the upper-left of the markdown editor to return to the list of folder contents.
The README.md file appears in the list.

The contents of read.me appear in the About tab in the right panel:

Note: If you click Add Files and Folders and choose New Folder Readme again, the current README.md opens for editing.

64
 Which special characters cannot be used in file names?
Folder and File names cannot end in a period (.) or a comma (,).

Folder and file names cannot contain:

..
\
/
:
*
?
"
<
>
|

65
 Using the Markdown Editor
When you create a new markdown file or folder readme, it opens into the markdown editor, which displays two panels. One side is for entering content with
Markdown, a simple formatting language that lets you enhance plain text with styling such as italics, bold print, bullets and indents. The other side shows
the formatted content.

In the following example, the Markdown editor includes a list of instructions preceded by asterisks. In the preview panel the asterisks appeared as bullets,
which is how they will appear when the file is formatted. You can also use the shortcuts in the text editor's menu bar to insert Markdown.

The following table shows Markdown symbols and the effect they have when the document is formatted:

Markdown feature In Markdown editor Formatted content

Bullets
An asterisk followed by a space in front of a line
is formatted as a bullet.

For each level of bullets, indent 5 spaces.

Numbered list

A number followed by a period and then a space

in front of a line is formatted as a number in a
list. It doesn't matter what numbers you use;
Markdown displays the list with increments of 1.

For each level of numbers, indent 5 spaces.

Italics

When asterisks or underscores precede and

follow text without spaces, the text is formatted
as italics.

Bold

When double-asterisks or double-underscores

precede and follow text without spaces, the text
is formatted as bold.

Horizontal line

A line of three or more asterisks or three or

more dashes in a row is formatted as a line the
width of the text above it.

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 Headers
When pound signs followed by a space precede
a line of text, the text is formatted as a headers.
Up to 6 levels of headers are supported. The
number of pound signs indicates the level of the
header.

Links

Text in brackets followed by a link address in

parentheses is formatted as a link.

Images

An exclamation point, followed by text in

brackets and the image filename in parentheses
is formatted as the image.

The image must be in the same folder as the

markdown file.

Quote

When a greater than sign precedes text, a

vertical bar appears in front of the text and the
text is indented to indicate that it is a quote.

To break out of a quote, you must enter a blank

line after the final line of the quote.

Code

To enter code format (gray background with

black text), skip a row and indent 4 or more
spaces.

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 Selecting items
Selecting a Single File or Folder
Selecting Multiple Items

Selecting a Single File or Folder

Select a file or folder by clicking the checkbox next to it or any where in the item row.

Hover over the row to access common actions, or click the More icon next to the list of common actions to access all actions.

Selecting Multiple Items

Select multiple files and/or folders by clicking the checkbox next to each or by clicking anywhere on each row and holding Ctrl+Click (or Ctrl+Shift to select
a range). Unselect all selected files and folders by checking and unchecking the top box.

Click the More icon in the upper-right corner of the screen and choose Delete, Copy, Move, or Export Secure Docs. Export Secure Docs is only
available if only files are selected and all of the file types can be exported securely.

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69
 Preview a File
You can preview a file in the user portal without opening it for editing.

If you do not see the Preview button when you hover over a file, contact your administrator.

If you are an administrator, enable Document Preview.

To preview a file:

1. Hover over a file in the User Portal.

A row of icons appears.
The Preview icon is the first icon, which looks like an eye.

2. Click the Preview icon.

A window that shows the content of the file opens.

The preview content cannot be edited.

Preview is available for audio, video, image, pdf, txt , md and Office file types, as well as the file types indicated in the table below.

Extension Registered To Available in FileCloud Description

Server Version

.AI Adobe 18.2 An Adobe Illustrator format is

a proprietary file format
developed by Adobe Systems
for representing single-page
vector-based drawings in
either the EPS or PDF formats.

.DICOM DICOM 18.2 Medical files such as X-rays,

CT scans, Ultrasounds and
MRIs.

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 .PSD Adobe 18.2 Java 10 and above is
required for PSD viewing.

A .PSD file is a layered image

file used in Adobe PhotoShop.
PSD, which stands for
Photoshop Document, is the
default format that Photoshop
uses for saving data. PSD is a
proprietary file that allows the
user to work with the images’
individual layers even after the
file has been saved.

For file types that cannot be previewed, such as exe, FileCloud displays a download option in the preview window.

For everything besides DICOM files, FileCloud Server uses LibreOffice to perform the document conversion that enables you to preview a file.

You can store, view and share medical files such as X-rays, CT scans, Ultrasounds and MRIs securely in FileCloud Server.

You can upload a medical file with a file extension of .DICOM.

In the dashboard, you can select a file with the .DICOM extension, and then click the Preview button.
In Preview mode, the medical file is rendered as an image with special viewing options that are exclusive to viewing .DICOM files.

When you open the preview, you have the following options:

Option Keys Description

Drag moves the image around in the

preview window

hold down the left mouse button

Zoom In enlarges the image in the preview

window

scroll the mouse wheel forward

OR

hold down the right mouse button and

drag forward

Zoom Out reduces the image in the preview

window

scroll the mouse wheel backwards

OR

hold down the right mouse button and

drag backwards

Lighten the Image increases the contrast to lighten the

image

hold down the mouse wheel and drag

forward

Darken the Image decreases the contrast to darken the

image

hold down the mouse wheel and drag

backwards

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 These options are only available for .DICOM image types.

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 Copy Items
Copy a single item
Copy multiple items

Copy a single item

To copy a single item, hover over it and click the copy icon, then navigate to the new location and click Copy.
The following video walks you through the procedure.

Your browser does not support the HTML5 video element

Copy multiple items

To copy multiple items, check the boxes next to the items, and click the More icon in the upper-right corner of the screen. Choose Copy, and then
navigate to the new location and click Copy.
The following video walks you through the procedure.

Your browser does not support the HTML5 video element

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 Move Items
Move a single file or folder by dragging and dropping
From a folder opened in the main section of the screen, you can drag a file or folder by the grab bars to its left and drop it into:

another folder in the main section of the screen.

Your browser does not support the HTML5 video element

a breadcrumb at the top of the screen.

a folder in the navigation pane.

Move multiple files and folders by dragging and dropping

Your browser does not support the HTML5 video element

Move a single file or folder using the Move action

To move a single file or folder, you can also use the Move action in the file or folder's row.
The following video shows you the procedure.

Your browser does not support the HTML5 video element

Move multiple files and folders using the Move action

To move multiple files or folders, use the Move action in the More drop-down list.
The following video shows you the procedure.

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 Your browser does not support the HTML5 video element

Overwriting Items
If there are items in the destination with the same name as the items you are moving, the Files Operations section opens and asks you to confirm
overwriting the existing items.

Click Overwrite, to overwrite the existing items, or x out of the File Operations section to cancel the move operation.

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 Rename Item
To rename a file or folder, hover over its row and click the More button, and select Rename. Enter the new name and click Enter.

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 Download Items
Download a Single Item
Download Multiple Items

Download a Single Item

To download a single file or folder, hover over it and click the Download icon. Folders are downloaded as zip files.

Download Multiple Items

To download multiple files or folders, check each item and click Download at the top of the screen. The files are downloaded together in a zip file named
with your username.

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78
 Uploading Items
Dragging and Dropping
Using Add Files and Folders
Uploading from the Dashboard

You can upload a file or folder to FileCloud the following ways:

By dragging and dropping the file or folder onto the FileCloud browser window.
By opening a folder and clicking Add Files and Folders > Upload File, then choosing a file.
By clicking the upload button in the dashboard.

You can view the progress and success of an upload in the File Operations window.

If you upload a file with the same name and the same case as another file in the same folder, it overwrites the file. If you upload a file with the
same name but a different case than another file in the same folder, you cannot upload the file and the File Operations window displays a file
name conflict message.

Note that if files have different file extensions, like myfile.doc and myfile.docx, they are treated as different files.

Dragging and Dropping

Using Add Files and Folders

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 Uploading from the Dashboard
The dashboard is the first page you see when you open FileCloud. You can return to the dashboard at any time by clicking All Files in the navigation pane.

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81
 Add to Starred
Your starred items are favorite or frequently visited files and folders that you can access quickly by clicking the Starred link in the navigation panel.

To add a file or folder to the Starred list, click the star next to it in the main section of the screen. It now appears under Starred when you expand it in the
navigation panel. Click on a file under Starred to preview it. Click on a folder under Starred to view its contents in the main section of the screen.

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 Editing Files
Web Edit/Open in Office Online
Edit in the Desktop

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 Web Edit/Open in Office Online
You can edit Office files, text files, markdown files (.md), HTML files, and log files without downloading them from FileCloud.
To edit Office files using this method, you must have Office Online installed and opened. The other file types listed above open in FileCloud's built-in
editors.

To perform a web edit or open a file in Office Online, hover over the file and click the icon.
The icon is labelled Open in Office Online for Office files and Web Edit for all other file types. If Web Edit is not available for a file type, it appears
disabled.

Video: Editing a text file

Video: Editing in Office Online

Video: Editing a text file

Video: Editing in Office Online

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85
 Edit in the Desktop
The Edit in Desktop feature involves downloading a file, editing it in an application on your desktop, and then using the FileCloud Sync application to
synchronize your changes with the file in FileCloud. Therefore, to use Edit in Desktop, you must have the FileCloud Sync application installed and running
(see Configure Sync for Edit in Desktop).

Edit in Desktop is available for the following file types: DOCX, DOC, PPTX, PPT, XLSX, XLS, IDD, PSD, XLSB, TXT, and MD.

When you edit Office files in Web Edit/Open in Office Online, they open in Office Online; when you edit them in Edit in the Desktop they open
in your desktop Office application.

To edit a file in the desktop

1. Hover over the file and click the More (3 dots) icon, and choose Edit in Desktop.

The file opens in the application you have associated it with in your desktop.
2. Make edits to the file and save it.
When Sync runs, it automatically updates the file in FileCloud with the edits you have made in the desktop.

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 Delete Items
Delete a single item
Delete multiple items

Delete a single item

To delete a single item, hover over it and click the delete icon.

Delete multiple items

To delete multiple items, check the boxes next to the items, then click the More icon in the upper-right corner of the screen, and choose Delete.

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 You can also delete all items in a folder from the Folder Properties box. See View Folder Properties.

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 Perform Actions on Deleted Items
Restore Deleted Files
Restore a single file or folder deleted from My Files
Restore a single file or folder deleted from a network share
Restore multiple files or folders
Restore a file when a file of the same name exists
View, Move, Copy, and Download Deleted Files
Permanently Delete Files

If you accidentally delete a file or folder, you can restore it from the Deleted Files folder. If this feature is not enabled in your system, deleted files and
folders are permanently deleted and cannot be restored.

Deleted Files only displays files and folders you have deleted from My Files and from share folders in Network Shares.

By default, Deleted Files displays items deleted from My Files.

To view items deleted from a shares folder in Network Shares, open the share folder and click the More (three dot) icon. Choose Deleted Files.

Restore Deleted Files

Restore a single file or folder deleted from My Files

To restore a file or folder deleted from My Files, in the navigation bar, click Deleted Files. Navigate to the file or folder, hover over its row, and click the Re
store icon. It is restored to the folder it was deleted from.

Restore a single file or folder deleted from a network share

To restore a file or folder deleted from a network share, navigate to the specific network share folder, and click Deleted Files in the navigation
bar. Navigate to the file or folder, hover over its row, and click the Restore icon.

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 Restore multiple files or folders
To restore multiple deleted files or folders, click Deleted Files in the navigation bar. Check the box of each file or folder that you want to restore. Click the
More icon in the upper-right corner of the screen and choose Restore.

Restore a file when a file of the same name exists

In Deleted Files, when you click Restore on a file, if there is currently a file with the same name in the folder that you are restoring to, FileCloud prompts
you to confirm that it should overwrite the existing file.

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 Click Overwrite to replace the current file in the folder with the restored deleted file.

View, Move, Copy, and Download Deleted Files

You can also view, download, copy, or move files from the recycle bin. Hover over the file and select the icon for the action.

Permanently Delete Files

You can permanently delete either individual files or all deleted files from the Deleted Files folder.

To permanently delete an individual file from the Deleted Files folder:

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 Hover over the file and click the Permanently Delete icon.

To permanently delete all My Files from the Deleted Files folder:

1. Open the Deleted Files folder.

2. Above the list of files, click Clear Deleted Files.

To permanently delete files from a folder from the folder's properties:

1. Navigate to the folder

2. Check the folder.
3. In the upper-right corner of the screen, click the More (three dots) icon and choose Properties.

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 The User Home Properties dialog box opens:

4. Click x in the row for Deleted Files to permanently delete the files deleted from the folder.

You can also perform the following operations in the Deleted Files folder.

Remove All Old File Versions

Clear Incomplete Files

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 Advanced File and Folder Operations
Set Permissions on Folders in the User Dashboard
Switch from List View to Gallery View
Playing Audio
View Previous Versions Of Files
File Locking
File and Folder Comments
Freeing up space
Creating a Direct Link
Adding Metadata
DRM for exporting secure documents
Work with Email Files

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 Set Permissions on Folders in the User Dashboard
Folder-level permissions can be used to set more detailed permissions on folder shares.
They can only be set on the folders in My Files (your private store).
They are useful if you share a folder with a group and then but want to add more restrictions for specific users.
The most restrictive permissions from the share permissions and the folder-level permissions take precedence.
For example, If a folder share gives all permissions to a group, but folder-level permissions gives a certain member of the group only
read and write permissions, that member only has read and write permissions.
If a folder share gives only read and write permissions to a group, but folder-level permissions give a certain member of the group all
permissions, that member still only has read and write permissions.
If you have the ability to set folder permissions, when you select a folder and click the Security tab in the right panel, a Manage Security button
appears at the bottom.

When a folder contains more folders inside it, the top folder is the parent and the sub-folders are children.

When you are applying folder-level permissions, if you check the Inherit Folder-Level Security option, a parent's permissions are applied to its sub-
folders.

In general, a sub-folder can be in one of the following states:

The child, or sub-folder has all of the same permissions as its parent folder, plus additional permissions
The child, or sub-folder has all of the same permissions as its parent, and no additional permissions
The child, or sub-folder's permissions are not connected in any way to the parent folder and the sub-folder retains a separate set of
permissions

When setting folder-level permissions in FileCloud, you have the following options:

Option Description

Inherit Permissions Permissions set in this folder are exactly the same as the top level
folder's permissions

Don't Inherit Permissions Permissions set in this folder don't inherit from any top level folder's
permissions and are specific to only this folder

When you set folder-level permissions, you can select one or more of the following options:

Read Write Delete Share Manage

Allows deleting Allows sharing Allows managing folder-level

Allows downloading Allows uploading and permissions
Allows previewing modifying
Allows creating files and
folders
Allows renaming

How do I secure access to my folders?

To set folder-level permissions:

1. In the User Portal, in My Files, check any folder or sub-folder.

2. In the right panel, click the Security tab.

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 3. Click the Manage Security button.

The Manage Folder Level Security dialog box opens.

4.

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 4. To inherit folder permissions from its parent folder, check Inherit Folder Level Security.
An Inherited Permissions section appears and displays the inherited permissions for users and groups that were given permissions to the
parent folder.

You can override inherited permissions by re-adding the user or group for the sub-folder and assigning new permissions. For example,
in the image in Step 10, the full parent-folder access given to the user [email protected] is inherited, but then overridden and
limited to read and write for the Account Names Folder sub-folder.

5. To give a user permissions for the folder, leave the Users tab selected, and click Add User.
The Add User Permission dialog box opens.
6. Enter a user email address or account name in the search box, and click Add.

7. To give a group permissions for the folder, click the Groups tab, and click Add Group.
The Add Group dialog box opens.
8.

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 8. Click a group, and click Add.
9. Add any number of users and groups.
10. To define folder permissions, below each user or group, check or uncheck the boxes defining types of security.

11. Click OK.

The Security tab in the right panel keeps a tally of the number of users and groups you have given custom permissions to and whether or not

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 permissions are inherited:

Permission Dependencies
If a permission can only be enabled if a second permission is enabled also, when you check the first permission, the second is automatically enabled.
Likewise, when you disable the second permission, the first is also disabled.

For example, write permission can only be enabled if read permission is enabled also, so if you enable write permission, read permission is automatically
enabled. But if you disable read permission, write permission is also disabled.

The following table shows which permissions require others to be enabled.

Permission Other permissions that must be enabled

Read none

Write Read

Share Read, Write, Delete

Delete none

Manage Read, Write, Share, Delete

Check Existing Folder Level Permissiois

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 It is possible to check the permissions a user already has for a folder before you add custom permissions to the user for the folder. Share permissions the
user is given to the folder are not considered in this calculation. Custom permissions for a group the user is a member of and individual custom
permissions for the user are considered. In this case the individual custom permissions override the group custom permissions.

To check existing folder permissions:

1. Select the folder and click the Security tab in the right-panel, then click the Manage Security button.
The Manage Folder Level Security dialog box opens with the Security tab selected.
2. Click the Check Access tab.
3. Enter the email of the user whose access you want to check.

4. Click Check user access.

The dialog box lists the user's permissions. In the example below, the user belongs to a group that is not permitted to share or manage the folder.

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 Switch from List View to Gallery View
You can switch from file list view to photo gallery view by clicking on the List/Gallery icon in the upper-right corner of the list.

101
 Playing Audio
To play files with the Audio Player, click Switch to Classic UI.
To play audio files in FileCloud Version 20.2 and above, preview them.

Playing an audio file

Playing multiple files (adding a queue)
Creating a playlist
Player controls

The Audio Player plays .m4v, .mp3, .mp4, and .wav files.

Playing an audio file

When you right-click an audio file in one of your folders, the Player screen opens, and the audio automatically begins playing. You can use the player
controls to play, stop, skip back, skip ahead, repeat, and shuffle.

Playing multiple files (adding a queue)

To play multiple audio files in your folders:

1. In your folders, right-click each file that you want to play, and choose Queue.

2. In the navigation pane, click Player.

The Player opens and your files are listed.

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 3. Click the play button to play them.

Creating a playlist
1. In your folders, right-click each file that you want to add to the playlist, and choose Queue.

2. In the navigation pane, click Player.

The Player opens and your files are listed.
3. To save the queue as a playlist, click the save button in the upper-right corner of the screen.
4. Enter a name for the playlist and save it.
5. To play the playlist or any other saved playlists, in the upper right corner of the screen, click the playlists button, choose a playlist, and click Load.

Player controls

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 The player has the same standard controls as any other media player. The player functions are as follows:

Play
Pause
Forward/Next Song
Rewind/Previous Song
Repeat
Shuffle

104
 View Previous Versions Of Files
Introduction
Access Previous Versions
Download Previous Versions
Make Previous Version Live
Delete Previous Versions
Delete all Previous Versions in all Files

Introduction
FileCloud can automatically maintain multiple versions of a file. The number of versions stored is configurable by the system administrator. By default up to
4 versions, including the current version, are kept.

If any older version of a file is available, it can be accessed using the context menu. When sharing a folder or file, if the share has write permission set,
then the previous versions of files are also available.

Access Previous Versions

To access the previous versions of a file:

1. In the user portal, navigate to the file.

2. Hover over the file and click the More (three dot) icon, and choose Previous Versions.
A Previous Version dialog box opens. It lists previous versions that you can download, delete, or promote as the current version.

Beginning with FileCloud version 20.2, you can access previous versions of a file from the Details tab.
To access the previous version of a file from the Details tab:

1. Select the file.

2. In the right panel, click the Details tab.
3. At the bottom of the Details tab, expand Versions.
All versions of the file are listed.

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 4. Click Manage to open the Previous Versions dialog box.

Download Previous Versions

Beginning in FileCloud version 20.2, you are able to download all versions of a file at the same time.

In the Previous Versions dialog box, click the Download icon to the right of a version to download it, or click the Download All Versions button to
download all versions listed.

Make Previous Version Live

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 In the Previous Versions dialog box, click the Make live (lightning) icon next to a version to make it the live version.

Beginning with FileCloud version 20.2, the following confirmation box appears:

Beginning with version 20.2, the current version becomes the version prior to the current one.

In versions of FileCloud prior to 20.2, current versions are always removed when another version is restored. Beginning with Version 20.2, by
default, the current version is saved when another version is restored.

Delete Previous Versions

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 In the Previous Versions dialog box, click the Delete icon to the right of a version to delete it.

Delete all Previous Versions in all Files

You can delete all previous versions of all files by opening the Deleted Files folder and selecting the option to remove all old versions (only applicable for
My Files).

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 Note for admins: To view and restore previous versions of files in Team Folders, see View and Restore Previous Versions in Team Folders.

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 File Locking

Locking Overview
Locking a File or Folder
Unlocking a file or folder
Viewing Locked Files and Folders

Locking controls access to files and folders via FileCloud only. For example, locking a file in a network folder in FileCloud does not lock the file
in the filesystem and prevent access to that file in the LAN.

Locking Overview
Locking is available for both files and folders and indicates that you are actively using that file or folder.

Locking must be enabled by the Administrator before the user has the option to lock a file or folder.

FileCloud locking is designed to prevent simultaneous opening/accessing of files by different user accounts. If you lock a file, you are still able to
access it.

When a file or folder is locked:

When you hover over the file listing, the lock symbol at the end of the row appears bolded.
The owner of the lock has full access to that file or folder and can modify it.
Admins can always override a lock using the admin panel.
A lock can be set up to prevent the locked file from being read. In that case other users cannot download or view the locked file or folder.
Hover over the lock symbol at the end of the row for the locked file or folder to see the owner of the lock.

All clients (Web Application, Cloud Drive, Cloud Sync, Mobile clients, WebDAV) are subject to the lock restrictions. Only the owner of the lock
cann access the locked files/folders using these clients.

The following table shows the behavior depending on the type of lock.

Lock type Access by lock owner Access by others

Read permitted Full access to the file is available. Share/Sync Only read is allowed. No modification is allowed
/Edit/Deletes allowed

Read not permitted Full access to the file is available. Share/Sync No access is provided. All access using all
/Edit/Deletes allowed clients is blocked.

Locking a File or Folder

To lock a file or folder,

1. Hover over the file or folder, and click the Lock icon.
2. Choose lock options.
The options available for locks are:
Prevent others from downloading this file while locked.
Expires (and expiration date) The file or folder is automatically unlocked after the expiration date.
3. Click OK.
An Unlock icon appears in place of the Lock icon.
In the information symbols, the lock symbol now appears enabled. If you hover over it, the owner of the lock is shown in the tooltip.

Play the following video to see the procedure for locking a file.

Your browser does not support the HTML5 video element

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 If a folder is locked, no files in that folder or its subfolders can be locked by another user. Furthermore, folders in the parent folder tree cannot
be locked by other users. For example, for a folder structure of A_Folder/B_Folder/C_Folder/D_Folder, if C_Folder is locked by USER1, then
A_Folder, B_Folder, and D_Folder cannot be locked by USER2 until the lock on C_Folder is released.

To change a lock property (prevent read or change expiration date), the lock must be released, and the file or folder must be re-locked.

Unlocking a file or folder

Once a file or folder is locked, it can be unlocked only by the owner of the lock or by an administrator.

To unlock as an administrator, see Managing User Locks.

To unlock as the lock owner,

Hover over the file or folder and click the Unlock icon.

You can also unlock a file using the unlock option in the Locked Files and Folder list (see the next section).

Viewing Locked Files and Folders

To view all of your files and folders that are currently locked:

Click on the user account, and choose Show Locks.

A list of the files and folders that are currently locked by you opens. The list shows whether other users are permitted to read each locked file or
folder and its expiration date if it has one. You can unlock a file from this window by hovering over the lock icon and clicking it.

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 Type in a text string in Filter Items to filter the locks by path name or file name.

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 File and Folder Comments
You can add notes about a file or folder in the Comments tab of the right panel. You can also read comments that other users have added to a share.

To add a comment:

1. In the User Portal, check the box next to to the file or folder.
2. In the right panel, select the Comments tab.
3. Enter your comment under Add Comment.

4. Click Add.
Your comment is saved and displayed under Comments.

You can mention other FileCloud users or FileCloud groups in your comments by typing the @ symbol and then the name of the user or group. When a
user or a group a user belongs to is tagged, the user receives an email as well as a notification on their dashboard in the User Portal telling them that they
have been mentioned in a comment.

To tag a user or group in a comment:

1. Access the Comment tab for the file or folder using the procedure above, and type @ into the Comment box.

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 2. Begin to type the user or group name directly after @.
A box displaying matching user emails and group names appears above the Comment box.

3. Click the email of the user or group that you want to tag to insert their name into the comment.
4. Type the comment.
5. Click Add.
The user tagged or the users in the group tagged receive emails and notifications in FileCloud informing them about the comment.

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 Freeing up space
During normal FileCloud usage, users may run out of space even if they don't have usable files that exceed the assigned user quota. There are several
reasons this can occur.

If storage of deleted files is enabled, the content of the Deleted Files folder may cause space used to exceed the quota.
When users edit/modify/upload existing files, then new file versions are created. The number of versions that are retained may cause space used
to exceed the quota. The number of versions retained depends on the administrator settings (default is 3).
When files are uploaded into FileCloud, sometimes the upload is terminated. Some clients try to continue the upload from where it was
terminated. Others, such as the browser, restart the upload. This can result in partially uploaded files being present and taking up available space.

One way to free up space is to delete individual or multiple items from the Deleted Files folder. See the section Permanently Delete Files on the help
page Perform Actions on Deleted Items.

You can also perform the following operations from the Deleted Files folder to free up space:

Remove All Old File Versions

Clear Incomplete Files

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 Remove All Old File Versions
You can remove previous versions of all files in your My Files folder from the Deleted Files folder. Go to the Deleted Files folder and click the More icon
in the upper-right corner of the list. Choose Remove All Old Versions.

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 Clear Incomplete Files
When you run out of cloud storage space, you may be able to free up space by removing partially uploaded files from storage. You can do this from the Del
eted Files folder.

Go to the Deleted Files folder and click the More icon in the upper-right corner of the list. Choose Clear Incomplete Files.

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 Creating a Direct Link
In the Shared With Me or Team Folders sections, you may create a link to a folder or a file to send to users in an existing share without creating a new
share.

When users click the link, they are prompted to log in and then taken directly to the selected folder or file.

To create a direct link:

1. Navigate to the file or folder in Shared With Me or Team Folders.

2. Hover over the file or folder and click the Direct Link icon.

A Direct Link is Ready message pops up.

3. Click Copy Link.

4. Paste the link into an email or a file, and send it to users.

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 Adding Metadata

Metadata support is available beginning with FileCloud 18.1.

Color tag metadata is available beginning with FileCloud 20.3. See Color Tag Metadata.

You can provide additional information about files and folders available in FileCloud Server using metadata.

FileCloud metadata includes the following components:

1. Attributes - single pieces of information that a user specifies for a file or folder.
2. Metadata set - a group of related attributes with additional properties and settings. A container for attributes.

Your administrator must grant you permission before you can see the Metadata tab.

Your administrator can grant the following types of permissions:

Write access - you can add and remove metadata sets to files and folders, and edit their values.
Read access - you can only view values of the already associated metadata sets.

What do you want to do?

Figure 1. Metadata Terms

Metadata Attribute Metadata Set Tag

Information about A single piece of A set of metadata An attribute type that

the file data. information that attributes that might allows users to
describes the file be logically grouped provide multiple
Describes files and object. and can be added keywords for a file or
folders available in as a single entity to folder.
the system. In FileCloud, files or folders.
attributes are
defined as a part of
the metadata set.

For example: For example: For example, each For example:

resume file has a
Lives in the the candidate's metadata set that HR wants to give a
Human photo in their includes the resume file the
Resources resume attributes: keywords:
Folder
Has a created Photo Candidate
date Name New Hire
Has a modified Address OnBoarding
date Experience
Education
Keywords

In your system, certain metadata sets may automatically be added to folders and files when you create or upload them. Other metadata sets may be
available for you to add to files and folders.

The following rules apply to all files and folders and their metadata when you perform an operation:

Operation Rule

a new file or folder is created Any automatically applied metadata sets are added to it with all attribute
values populated with default values defined

a new file or folder is uploaded Any automatically applied metadata sets are added to it with all attribute
values populated with default values defined

a file or folder is copied Metadata values are not copied. Any automatically applied metadata

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 sets with default values are added to the new file object.

a file or folder is moved Associated metadata values are also moved. The metadata points to
the original file or folder during its lifetime.

a file or folder is renamed Associated metadata values are also renamed. The metadata points to
the original file or folder during its lifetime.

a file is removed and moved to Deleted Files The associated metadata values are updated so they point to the file in
Deleted Files.

a file is permanently removed from FileCloud Server The associated metadata values are removed as well.

Metadata appears in the right panel when you click the Metadata tab.
The Metadata tab displays the following:-

metadata sets that are currently added to the selected file or folder.
a list of any additional metadata sets that can be added to the file or folder.
a list of added metadata sets with corresponding attribute values.

Note: Currently Color Tag metadata does not appear in the right panel.

To add a metadata set to a file or folder:

1. Select the file or folder.

2. In the right panel, click the Metadata tab.
3. In Add Metadata, Select one of the available metadata sets. Note: The metadata set must not already be added.

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 4. Click Add.

5. The newly added metadata set with corresponding attributes is displayed.

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 6. Enter new values for the attributes.

To edit the values of attributes:

1. Select the file or folder.

2. In the right panel, click the Metadata tab.
3. Expand the attribute set.
4. Modify any of the values.

To remove the metadata set from the file/folder:

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 1. Click the x next to the metadata set name.

A confirmation appears:

2. Click Remove.
The metadata set is removed from the file or folder.

Play the video to view the procedure for adding a metadata set and attribute values.

Your browser does not support the HTML5 video element

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 Tag attributes

Tag attributes allows users to provide multiple values for a single attribute. This is useful for providing keywords for searching on files. For
example, if you had an archive of photos that you want users to be able to search through, you could add a tag attribute for adding
keywords describing each photo's colors, backgrounds, and subjects.

Tag values are entered in an editor that appears as a single text field, but can be used to enter multiple text fields. When you enter a string
and click Enter (or enter a series of strings separated by commas and click Enter), the new value(s) appear below the control. Each value is
a tag. Individual tags can be removed by pressing the x that appears on them.

In the following image, a user has added the keywords water and sky for a photo of a beach, and is now entering the keyword blue.

Play the video to view the procedure for adding keywords to a tag attribute.

Your browser does not support the HTML5 video element

Metadata enables you to search for files with certain attribute values. For more information, see Metadata Search.

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 Color Tag Metadata
Color tag metadata is available beginning with FileCloud Version 20.3.
Color tags can only be applied to files and folders in the new interface, but searching can be performed on color metadata in both the classic
and new interfaces.

Color tag metadata enables you to assign colors to files and folder for categorization and searching.

To apply a color tag to a file or folder:

1. Hover over the fie or folder and click the More (three dot) icon.
2. At the bottom of the menu, hover over Apply Color Tag, and choose a color.
A color icon appears next to the file or folder name.

To search by color tag:

You can search by color tag in the same way you search on any other metadata property. See Metadata Search.

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 DRM for exporting secure documents
The Digital Rights Management feature (DRM) is available for licensed users beginning in FileCloud 20.2.

Although the DRM feature is available for most types of Office files, it is not available for Excel file types.

Download a document securely using DRM

Download multiple secure documents
Change viewing options for secure documents after download
Open a document in the FileCloud Secure Viewer

More Information:
FileCloud Aurora: All About DRM Capabilities
Protect, Track and Control Confidential and Sensitive Documents After Distribution With FileCloud DRM

FileCloud's Digital Rights Management (DRM) feature helps you securely distribute Office files, PDFs, and image files and restrict users' actions on their
content. For example, you can prevent screenshots and screen sharing of secure documents.

Download a document securely using DRM

If your FileCloud license includes DRM, any file of a type that is supported by DRM (jpg, jpeg, png, docx, pptx, and pdf) has the Export Secure
Document option enabled. When you export a document securely, users must view it through the FileCloud Secure Viewer using an access key.

To download a document securely and give a user access to it:

1. Hover over the listing for the file and click the More icon.
2. In the menu click Export Secure Doc.

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 3. The file is downloaded in a document container. Save the document container.
The following window opens. It lists the key required to view the document as well as a message to send to recipients.

4. To change the recipient's permissions for the file, click More Options.
The following window opens:

By default only Enable Secure View is checked. Check or change any of the options and click OK.

Option Description

Enable Screenshot/Screenshare (Windows only) Allows Windows users to take screenshots of the file and to share
their screen when the file's contents are displayed.

Enable Secure View Allows users to view the file through the secure viewer.

Enable Print Allows users to print the file.

Access Count Keeps a tally of how many times the file has been accessed.

Max Access Count Limits the number of times the file can be accessed to this number.

Revoke Access Removes users' ability to view or otherwise access the file.
5. Copy the message from the DRM Document Container window.
6. Send the message and the file to the recipient.
You may also upload the file to FileCloud and share it with recipients. Make sure you send the key and the download link for the FileCloud Secure
Viewer to the recipients.

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 Download multiple secure documents
You can download multiple documents securely at the same time:

1. Check the box next to each file.

2. In the upper-right corner of the screen, click the More icon and choose Export Secure Docs.

The files are downloaded in one document container.

3. Continue from Step 3 in the preceding procedure.
When you open the document container, both documents are available for viewing in the FileCloud Secure Viewer.

Change viewing options for secure documents after download

You can view all of your securely shared documents and change permissions on them at any time:

1. In the upper-right corner of the screen, click your username and choose Manage Secure Docs.

A Manage Secure Docs dialog box that lists all files that you have exported securely opens.

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 2. Check or change options for any of the files.

Open a document in the FileCloud Secure Viewer

To view documents in the FileCloud Secure Viewer:

1. If you have not downloaded the FileCloud Secure Viewer, download it from https://www.getfilecloud.com/additional-downloads/.
2. Find the downloaded document container and open it.

3. Enter the password supplied when the document container was downloaded.
The file(s) in the container open in the FileCloud Secure Viewer.
In the following image, two documents were downloaded to the document container, so both appear in the document viewer navigation pane.

More Information:
FileCloud Videos FileCloud Blogs

FileCloud Aurora: All About DRM Capabilities

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 Protect, Track and Control Confidential and Sensitive
Documents After Distribution With FileCloud DRM

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 Work with Email Files
To work with email files, click Switch to Classic UI.

As a FileCloud user, you can now access a viewer for email files (.eml).

On the User Portal, you can open an email file to:

View the From, To, Subject and Body

View any file attachments
Forward that email without any change to other email addresses

What do you want to do?

Uploading an email is the same process you use for any other file.

Upload a file

Opening an email file allows you to read the message, view any attachments, and forward the email to anyone with an email address without any
change to email addresses that were originally on the email.

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 To open an email file:

1. Open a browser and log in to the User Portal.

2. Navigate to the email file you want to open.
3. Click the file name.
4. Above the file listing, click the Open button.

Attachments display at the top of the viewer next to the Subject and the Sender's address.

Attachments are displayed in a blue box with a download arrow

You can click on the blue box to open the attachment

In the following example, the attachment is called approve.png.

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 To open an attachment:

1. Open a browser and log in to the User Portal.

2. Navigate to the email file you want to open.
3. Click the file name.
4. Above the file listing, click the Open button.
5. In the viewer, to open an attached file, click on the attachment icon.

Once you open the email file, you can forward the email to anyone with an email address.

You will not be able to change any of the email addresses that were originally on the email
Any email addresses on the original email will be preserved and will display correctly in other email applications
You cannot identify a CC: recipient
You will not be able to edit the Subject line

To forward the email message:

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 1. Open a browser and log in to the User Portal.
2. Navigate to the email file you want to open.
3. Click the file name.
4. Above the file listing, click the Open button.
5. In the viewer, scroll to the bottom of the email, and then click on the Forward button.
6. In the Forward dialog, type in the email address where you want to forward the message.
7. To send the message, click OK, and then in the email viewer, click Close.

Sharing an email is the same process you use for any other file.
Sharing a file

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 Sharing Files and Folders
File and folder sharing allows you to provide public or private access to files stored in FileCloud Server with various levels of access privileges.

While files can easily be shared by emailing them, sharing files in FileCloud allows you to:

Keep track of who you have shared a file or folder with

Add comments about the file or folder
Monitor file versions
Control changes people make to a file or folder by setting a combination of permissions to read, view, modify, copy, or delete it
Have an allocated amount of personal file storage in a common file system

You can share a file or folder publicly or privately.

Publicly

Does not require the user you want to share with to have a FileCloud account.
Lets you share a file with everyone with or without restrictions.
Lets you share a file with everyone and require a password.

Privately

Does require the user you want to share with to have a FileCloud account.
Lets you invite someone to create a FileCloud account so you can share with them.
Lets you share a file with specific FileCloud users with or without restrictions.

Requires a FileCloud Set Permissions Set Options Share with Everyone Share with a Specific
Account User

Public Anyone with the link View Share Name

can access Download Expiration

Upload Restrict Downloads

Notifications

Require Password

Private Invite those without View Share Name Add Groups to share With a FileCloud
with multiple users at account (you can invite
an account to create one Download Expiration once users who do not have
FileCloud accounts, but
Share Notifications they must register for an
account before viewing
Upload the share)

Sync

Delete

Manage

Some permission options may vary depending on whether you share a file or a folder.

Prior to FileCloud version 19.1, users can click on the root folder, My Files, and select Share. This is a security threat and should not be
allowed.

In FileCloud Server version 19.1 and later:

When users click on the root folder, My Files, they no longer have the sharing option.

In this section:
Sharing Files and Folders Publicly
Sharing Files Privately
Share a Folder Privately
Share Options for Public and Private Folders

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 Managing Shared Files and Folders

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 Sharing Files and Folders Publicly
You can share a file or folder publicly so that anyone can access it even if they don't have a FileCloud account.

If you want more security but still want a large number of people to access the file or folder, you can enable password protection.
For additional security, and if you only want a small number of people to access the file, you can choose to share the file or folder privately.
Users who access the share can view, download, and upload the share.
Users can view the share by clicking the share link they receive or opening Shared With Me and clicking the Preview icon for the file.

When you share a file or folder:

A Share Link window opens to provide the link; the share has already been created.
By default the share can be accessed by external users.
You can click Share Options to set sharing restrictions.
You can edit and send an email inviting new or existing users to access the share.

To share a file or folder publicly

To email a public share link
To copy and paste a public share link

To share a file or folder publicly

1. In the user portal, hover over the file or folder and click the Share icon.

The Share link dialog box opens.

Note: The dialog box may vary in appearance depending on the defaults set in your system.

2. Beside the link, click Modify Link to change the name of the link. Write over the highlighted portion of the link.
This is useful if you want to give the link a descriptive or memorable name.

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 3. To the right of the link, click one of the icons to:
copy the link so that you can paste it into a messsage or file and send it to a user.
open the link in a new window.
email the link to a user. See To email a public share, below.

4. Click Change to change the share from Public to Private. See Sharing Files Privately.
5. Click Share Options to set options such as email notificatons and an expiration date.
6. Click Remove Share to delete the share.

7. Click OK to save any changes you have made and close the dialog box.

To email a public share link

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 1. Click the Email icon to the right of the link.

A Send Share Link via Email dialog box opens.

2. In To Email, enter one or more emails to send the link to.
3. In Message, enter a message to the recipient(s).

4. Click Send Email.

To copy and paste a public share link

If you want to include a share link in a file or post it to a site, you can use the Copy Link to Clipboard button.

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 1. In the user portal, hover over the file or folder and click the Share icon.
The Share link dialog box opens.

2. Click the Copy Link to Clipboard button.

Now you can paste the link into a file or onto a site.

Also see:

Public Share Options for Files

Public Share Permissions for Folders
Video of Sharing a file with everyone
Set Share Preview for Public Folder Shares

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 Public Share Options for Files
To configure the share link and share options
Share Options Video

In the User Portal, you can configure how you share a public file when:

You first create the share using Share Options - this button is available in the window that opens after you hover over a file and click the Share
icon.
After you create the share by opening it. The share opens to a window that displays the options.

Share options include:

Entering a custom share link or share name

Setting a share expiration date
Setting a maximum number of times the share can be dowloaded
Disabling email notifications when a change is made to the share
Requiring a password to access the share

To configure the share link and share options

1. Hover over the file and click the Share icon.
If the file is not yet being shared, the Share Link dialog box opens.
If you want to change the link name to something more memorable or descriptive, click Modify Link.
The link becomes highlighted, and you can change it.

Click Share Options to expand the the dialog box and display share options.

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 If the file has already been shared, the expanded dialog box shown above opens immediately.
2. Change the share options. View the video below to see how to change each option.
The following table describes each choice:

Option Settings Description

Share name randomly-generated name (default) Customize the share name if you want it to
custom name be descriptive or memorable.

Expires Never (default) By default, this is set to Never.

Expires
If you set this to Expires, enter a date in the
future when this file is no longer shared.
When the share expires, the link becomes
unusable to users but the file is not removed
or changed.

Max number of downloads No Restrictions (default) Use this to prevent excessive distribution of
number the file.

No Restrictions - allows any user to

download a file an unlimited number of
times. Appears as the number 0. This is
the default setting.
number - specifies the number of times
the file may be downloaded.

Send Email Notifications Yes (default) By default, this is set to Yes.

No
If set to Yes, then an email notification is
sent when a file is opened or
downloaded for a public share.

Sharing Permissions Allow anyone with link (default) By default, this is set to Allow anyone with
Allow anyone with link and a password link.
Allow Selected Users or Groups
If you set this to Allow anyone with link and
a password, when you share this link
through the FileCloud email template, the
password is listed. When users click the link
to access the share, they are prompted to
enter the password.

The third option, Allow Selected Users or

Groups, changes the share to private. See Pr
ivate Share Options for Files.

3. To save your changes, click OK.

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 Share Options Video
Play the following video to see how to set share options.

Your browser does not support the HTML5 video element

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 Public Share Permissions for Folders
When you share a folder publicly, by default, users have permission to view and download the folder. You can add additional permissions for each user.

On the Share LInk dialog box, in the Sharing Permissions section, if you choose Allow anyone with link or Allow anyone with link and a password
you can choose from several permissions options:

The following table includes definitions of each permission.

Permission Description

View Every user with access to the share has view access.
View access allows users to view or browse files in the folder.

Download Download permission allows a user to save a file in the folder to their
desktop or client.

Upload Upload permission enables a user to save content to the shared folder.

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 Video of Sharing a file with everyone
You can share a file without any restrictions. That means that anyone who has the link can access the file even if they do not have an account in your
FileCloud system.

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 Set Share Preview for Public Folder Shares
The ability to select a file as the default preview when sharing a folder publicly is available in the current FileCloud user interface beginning in version 21.1.

Share recipients are shown the preview when they view the share.

To select the preview file:

1. Share the folder.

2. In the Share link for folder dialog box, click Share Options.
When the dialog box expands, it displays a Select Preview link.

3. Click the Select Preview link.

A Select File to Preview window opens.
4. Check the preview file, and click Select.
The window closes and the Share link for folder dialog box displays the name and filetype icon for the file.

5.
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 5. If you want to see what the preview looks like to someone viewing the share, click (Open link in new window) in the upper-right corner of the
dialog box.
The contents of the shared folder are shown with the preview of the file

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 Sharing Files Privately
Sharing privately provides more security than sharing pubicly.
It is useful when you only have a small number of people you want to share with.
You are able to look up existing FileCloud users' email addresses, and then send them an email with a link to the share.
You can send a share link to a user without a FileCloud account and invite the user to create an account to access the share. See Sharing Files
Privately with New Users.

When you share a file privately, users are required to log in with their FileCloud accounts to access the file on the User Portal.

To share a file privately

Sending an Email Notification for a Private Share
To customize the email content

To share a file privately

1. In the user portal, hover over the file and click the Share icon.

The Share link dialog box opens.

At this point, the share is public.
2. Click Change or Share Options.

The Share link dialog box expands.

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 3. Next to Sharing Permissions, select the option Allow Selected Users or Groups.

A section with User and Groups tabs opens.

Notice that the Max number of downloads option disappears. It is not valid for private shares.
4. To configure the Share Options, see Private Share Options for Files.
5. On the Users tab, click Invite Users to add individual users to the share.

An Invite Users to this Share dialog box opens.

6. In Add email address or account, begin to enter the user name or email address of a user with a FileCloud account.
Any matching users appear.

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 7. Click Add to add the user to the Invited Users dialog box.
8. Add any number of users to the share.
You may also add users who do not have existing FileCloud accounts. See Sharing Files Privately with New Users for help.
9. Send Email is checked by default. To edit the email you are sending, or to not send email, see Sending an Email Notification for a Private Share,
below.
10. When you are done adding users, click Add Users to this Share.

The Invite users to this share dialog box closes, and the users appear under Sharing Permissions.
11. Check and uncheck the sharing permissions buttons for each user to change the actions they can perform on the share.
By default, only View, Download, Upload and Share permissions are available on private shares. You cannot remove View permission because
that would remove the share; however, if you want to remove the share, click x at the end of the row.

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 12. Click the Groups tab and then click Add Groups to add FileCloud groups to the share.
An Add Group dialog box opens.

13. Select a group and click Add.

14. Add any number of groups.

15. Modify the actions each group can perform on shares.

16. Click OK to save your changes to the private share.

Sending an Email Notification for a Private Share

By default, when you are adding a user to a private share, the Send Email box in the Invite users to this share dialog box is checked (see Step 5 in the
procedure above).

If you leave the box checked, an email with the share link is sent to users added to the share.

To not send the email to share members:

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 1. Uncheck Send Email before clicking Add Users to this Share.

To customize the email content

1. Leave Send Email checked and click Edit.

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 An email form with the subject and text message of the email opens.

2. If you want to change the subject or text of the message, change it here, and click OK.

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 3. If you want to add additional recipients, change the format of the email, or remove the link click Advanced.
An email form with additional customization options opens.

4. Make any changes, and click OK.

Also see:

Private Share Options for Files

Private Share Permissions for Files
Sharing Files Privately with New Users
Video of Sharing Files Privately with Existing Users

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 Private Share Options for Files
In the User Portal, you can configure how you share a private file when:

You first create the share using Share Options - this button is available in the window that opens after you hover over a file and click the Share
icon.
After you create the share by opening it. The share opens to a window that displays the options.

Share options include:

Entering a custom share name

Setting a share expiration date
Disabling email notifications when a change is made to the share

To configure the share link and share options

1. Hover over the file and click the Share icon.

If the file is not yet being shared, the Share Link dialog box opens.
If you want to change the link name to something more memorable or descriptive, click Modify Link.
The link becomes highlighted, and you can change it.

a. Click Change or Share Options to expand the the dialog box.

b. In the Sharing Permissions section, select Allow selected users or groups.
c. The Sharing Permissions section expands. (To create a private share, see Sharing Files Privately.)

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 If the file has already been shared, the expanded dialog box shown above opens immediately.

2. Change the share options. View the video below to see how to change each option.
The following table describes each choice:

Option Settings Description

Share name randomly-generated name (default) Customize the share name if you want it to
custom name be descriptive or memorable.

Expires Never (default) By default, this is set to Never.

Expires
If you set this to Expires, enter a date in the
future when this file is no longer shared.
When the share expires, the link becomes
unusable to users but the file is not removed
or changed.

Send Email Notifications Yes (default) By default, this is set to Yes.

No
If set to Yes, then an email notification is
sent when a file is opened or
downloaded for a public share.

Sharing Permissions Allow anyone with link (default) You have set this to the third option, Allow
Allow anyone with link and a password Selected Users or Groups. This changed
Allow Selected Users or Groups the share to private.

If you set this to Allow anyone with link or Al

low anyone with link and a password, the
share becomes public. See Public Share
Options for Files.

To save your changes, click OK.

Private Share Options Video

Play the following video to see how to set share options.

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 Private Share Permissions for Files
When you share a file privately with a user, by default, the user has permission to view and download the file. You can add additional permissions for each
user.

On the Share LInk dialog box, in the Sharing Permissions section, you can check and uncheck permissions:

The following table includes definitions of each permission.

Permission Description

View Every user with access to a share has view access. You cannot remove
view access directly.

Download Download permission allows a user to save the file.

Upload Upload permission enables a user to upload the shared file.

Share Share permission allows a user to re-share files or folders with other
users.
If you enable Share permission, Download and Upload permissions are
automatically enabled.

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 Sharing Files Privately with New Users
You can privately share a file with a user who does not have a FileCloud account yet but wants one.

Before you can invite a new user to create a FileCloud account, an administrator must configure the FileCloud site to allow it.

If you are not able to invite a new user to access your share, contact your administrator about allowing new user account creation.

If you are an administrator, follow these instructions to allow new users to create an account.

Enable New Account Creation Requests

Allow Users to Create a New Disabled Account

Allow Users to Create and Approve Accounts

When you invite a new user to share your files, the following process occurs:

1. You share a file and invite a new user to create a FileCloud account.
2. Enter the new user's email address, invite them to the share, and then send them an email with a link to create an account.
3. The new user uses the link to create their own FileCloud account.
4. After the new user signs in, they have a Full Access FileCloud account.
5. The new user can access the file.

To share a file with users who do not have a FileCloud account

1. In the user portal, navigate to the file you want to share.
2. Hover over the file and click the Share icon.

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 3. In the Share Link dialog box, under This Share is Public, click Change.

4. The Share Link dialog box expands.

5. In the Sharing Permissions section, select Allow selected users or groups.
The Sharing Permissions section expands.

6. To invite a new user to the share:

a. In the Users tab, click Invite Users.
The Invite users to this share dialog box opens.

b.

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 b. In Add email address or account, type in the user's email address.
The system does not find the email address and displays an Invite button.

c. Click Invite.
d. Add any number of new or existing users to the share.
To add existing users, see Sharing Files Privately.
e. Leave Send email checked.
f. Click Add Users to this Share.
You may be prompted to add additional information for new users:

g. Enter the requested information and click Save, then click Add Users to this Share again.
The users are added to a Sharing Permissions section of the Share link dialog box. By default the users can view and download the
share.

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 h. Check and uncheck enabled boxes to make any changes to the permissions.
For information about each permission, see Private Share Permissions for Files.

How the invited user signs up for an account

The invited user receives an email similar to:

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 When the user clicks the link, the following window opens:

The user creates the account using the form, and can then log in to FileCloud and navigate to the Shared with Me folder to view the share.

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 Video of Sharing Files Privately with Existing Users
You can share a file with a user who has a FileCloud account. This is called a Private share.

In the following video, view instructions for sharing a file privately.

Your browser does not support the HTML5 video element

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 Share a Folder Privately
The ability to re-share and also manage subsequent shares that have been created from your original share is available in FileCloud version
18.2

Sharing privately provides more security when sharing folders and files.
This is useful when you only have a small number of people you want to share with.
You are able to look up existing FileCloud users' email addresses, and then send them an email with a link to the share.
You can send a share link to a user without a FileCloud account and invite the user to create an account to access the share. See Sharing Files
Privately with New Users.

When you share a folder privately, users are required to log in with their FileCloud accounts to access the folder and its contents on the User Portal.

To share a folder privately

Sending an Email Notification for a Private Share
To customize the email content

A private share owner you have the ability to:

View and manage re-shares; that is, shares created from your shared folder by other users.
Assign managers to view and manage re-shares.

To share a folder privately

1. In the user portal, hover over the folder and click the Share icon.

The Share link dialog box opens.

At this point, the share is public.
2. Click Change or Share Options.

The Share link dialog box expands.

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 3. Next to Sharing Permissions, select the option Allow Selected Users or Groups.

A section with User and Groups tabs opens below Sharing Permissions.
4. Share options for private folder shares are the same as share options for public folder shares, except you cannot include a password for
accessing the share. To configure the Share Options, see Share Options for Public and Private Folders.
5. On the Users tab, click Invite Users to add individual users to the share.

An Invite Users to this Share dialog box opens.

6. In Add email address or account, begin to enter the user name or email address of a user with a FileCloud account.
Any matching users appear.

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 7. Click Add to add the user to the Invited Users dialog box.
8. Add any number of users to the share.
You may also add users who do not have existing FileCloud accounts. See Share a Folder Privately with New Users for help.
9. Send Email is checked by default. To edit the email you are sending, or to not send email, see Sending an Email Notification for a Private Share,
below.
10. When you are done adding users, click Add Users to this Share.

The Invite users to this share dialog box closes, and the users appear under Sharing Permissions.
11. Check and uncheck the sharing permissions buttons for each user to change the actions they can perform on the share.
By default, only View and Download permissions are enabled on private folder shares. You cannot remove View permission because that would
remove the user from the share; however, if you want to remove the user from share, click x at the end of the row.
For information about each of the share permissions, see Private Share Permissions for Folders.

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 12. Click the Groups tab and then click Add Groups to add FileCloud groups to the share.
An Add Group dialog box opens.

13. Select a group and click Add.

14. Add any number of groups.

15. Modify the actions each group can perform on shares.

16. Click OK to save your changes to the private share.

Sending an Email Notification for a Private Share

By default, when you are adding a user to a private share, the Send Email box in the Invite users to this share dialog box is checked (see Step 9 in the
procedure above).

If you leave the box checked, an email with the share link is sent to users added to the share.

To not send the email to share members:

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 1. Uncheck Send Email before clicking Add Users to this Share.

To customize the email content

1. Leave Send Email checked and click Edit.

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 An email form with the subject and text message of the email opens.

2. If you want to change the subject or text of the message, change it here, and click OK.

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 3. If you want to add additional recipients, change the format of the email, or remove the link, click Advanced.
An email form with additional customization options opens.

4. Make any changes, and click OK.

Also see:

Private Share Permissions for Folders

Share a Folder Privately with New Users
Allow Share Members to Manage Re-Shares

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 Private Share Permissions for Folders
The ability to re-share and also manage subsequent shares that have been created from your original share is available in FileCloud version
18.2

When you share a folder privately, by default, users have permission to view and download the folder. You can add additional permissions for each user.

On the Share LInk dialog box, in the Sharing Permissions section, if you choose Allow selected users or groups you can choose from several
permissions options:

The following table includes definitions of each permission.

Permission Description

Allow View Every user with access to the share has view access.
View access allows users to view or browse files in the folder.

You cannot remove view access.

Allow Download Download permission allows a user to save a file in the folder to their
desktop or client.

Allow Upload Upload permission allows the user to:

Add a file to the shared folder

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 Delete folders inside the shared folder
Modify files inside the shared folder
Create new folders inside the shared folder

Allow Share Share permission allows the user to share the folder contents again with
other users.

If you enable Share permission, Download, Upload and Delete

permissions are automatically enabled; however, you can removed Delete
permission.

Allow Sync Sync permission allows users to synchronize the contents of the shares
using their FileCloud Sync app.

If you enable Sync permission, Download, Upload and Delete permissions

are automatically enabled; however, you can remove Delete permission.

Note: This option is not available for Network Shares.

Allow Delete Delete permission allows users to delete a file from the folder.
If you enable Delete permission, Upload permission is automatically also
enabled, but Upload permission can then be removed.

Files can be deleted only when upload access is set on the folder.
Folders can be given upload permission but not delete permission.

Allow Manage Manage permission allows users to manage shares created by other users
from this share, including removing permissions and users from the share.

If you enable Manage permission, all other permissions are automatically

enabled, but Delete permission can then be removed.

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 Share a Folder Privately with New Users
You can share a folder with a user who does not have a FileCloud account yet but wants one.

This is called a Private share because:

You are only allowing specific users with a FileCloud account to access your folder and all its contents.

When you invite a new user to share your folder and all its contents, the following process occurs:

1. You share a file and invite a new user to create a FileCloud account.
2. Enter the new user's email address, invite them to the share, and then send them an email with a link to create an account.
3. The new user uses the link to create their own FileCloud account.
4. After the new user signs in, they have a Full Access FileCloud account.
5. The new user can access the folder and all its contents. Their ability to manage the folder and its contents is determined by the permissions you
set.

To share a folder with users who do not have a FileCloud account

1. In the user portal, navigate to the folder you want to share.
2. Hover over the folder and click the Share icon.

3. In the Share Link dialog box, under This Share is Public, click Change.

4. The Share Link dialog box expands.

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 5. In the Sharing Permissions section, select Allow selected users or groups.
The Sharing Permissions section expands.

6. To invite a new user to the share:

a. In the Users tab, click Invite Users.
The Invite users to this share dialog box opens.
b. In the search bar, type in the user's email address.
The system does not find the email address and displays an Invite button.

c. Click Invite.
d. Add any number of new or existing users to the share.
To add existing users, see Share a Folder Privately.
e. Leave Send email checked.

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 f. Click Add Users to this Share.
You may be prompted to add additional information for new users:

g. Enter the requested information and click Save, then click Add Users to this Share again.
The users are added to a Sharing Permissions section of the Share link dialog box. By default the users can view and download the
share.
h. Check and uncheck the Sharing Permissions boxes to make any changes to the permissions.
For information about each permission, see Private Share Permissions for Folders.

How the invited user signs up for an account

The invited user receives an email similar to:

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 When the user clicks the link, the following window opens:

The user creates the account using the form, and can then log in to FileCloud and navigate to the Shared with Me folder to view the share.
Note: Depending on your configuration the user may be asked to respond to an email to confirm the new account before logging in.

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 Allow Share Members to Manage Re-Shares
User ability to re-share and also manage subsequent folder shares that have been created from your original share is available in FileCloud
version 18.2.

Groups have the ability to re-share folders, but are not able to manage the folder shares.

When you share a folder privately:

Users that you give Share access to can re-share the folder with other users.
Users that you give Manage access to can manage the re-shares.

To add users to a folder share and assign permissions to them, see Share a Folder Privately.

Managing Re-Shares
You can view files and folders that have been shared with you by going to the Shared with Me folder and opening the sub-folders named for share owners.

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 An i (information) icon next to a shared folder indicates that there is information to check about the folder.

Hover over the i icon to see symbols that indicate the type of information available. If the share icon is bolded as in the following image (a white share icon
with a black background), it indicates that you have Manage permission over re-shares.

To access the Manage share information details, check the box preceding the folder

The right panel shows your permissions for the share, and since you have manage permission for the share, it displays a Manage Share link next to the
original share and each re-share.

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 When you click Manage Share, the Share Link box opens, and you may make changes to the share.

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 Share Options for Public and Private Folders
To configure the share link and share options
Share Options Video

In the User Portal, you can configure how you share a folder when:

You first create the share using Share Options - this button is available in the window that opens after you hover over a folder and click the
Share icon.
After you create the share by opening it. The share opens to a window that displays the options.

Share options include:

Entering a custom share name or share link

Setting a share expiration date
Setting a limit on the size of files that can be uploaded to the folder (upload or view+upload public shares only, not applicable for private shares)
Disabling email notifications when a change is made to the share
Requiring a password to access the share (public shares only)

To configure the share link and share options

1. Hover over the folder and click the Share icon.

If the folder is not yet being shared, the Share Link dialog box opens.
If you want to change the link name to something more memorable or descriptive, click Modify Link.
The link becomes highlighted, and you can change it.

Click Share Options to expand the the dialog box and display share options.

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 If the file has already been shared, the expanded dialog box shown above opens immediately.

2. Change the share options. View the video below to see how to change each option.
The following table describes each choice:

Option Settings Description

Share name randomly-generated name (default) Customize the share name if you want it to
custom name be descriptive or memorable.

Expires Never (default) By default, this is set to Never.

Expires
If you set this to Expires, enter a date in the
future when this folder is no longer shared.
When the share expires, the link becomes
unusable to users but the folder is not
removed or changed.

Upload Size Limit (MB) Unlimited (default) This option is only available for public
Limited + size in MB shares.
Use this to restrict the amount of content that
can be uploaded to the folder. This only
appears if you choose View + Download +
Upload, View + Upload, or Upload Only for
the Sharing Permissions.

Unlimited - allows any user to upload

any amount of content into the folder.
Limited + size in MBs - specifies the
amount of content that can be uploaded
into the folder.

Send Email Notifications Yes (default) By default, this is set to Yes.

No
If set to Yes, then an email notification is
sent when a file is opened or
downloaded for a public share.

Sharing Permissions Allow anyone with link (default) By default, this is set to Allow anyone with
Allow anyone with link and a password link.
Allow Selected Users or Groups
If set to Allow anyone with link and a
password, when you share this link
through the FileCloud email template,
the password information is given. When
users click the link to access the share,
they are prompted to enter the password.

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 The Allow drop-down list indicates
users' permissions for the share. It
appears under the options Allow
anyone with link or Allow anyone with
link and a password when the option is
chosen. The possible choices are:
View + Download
View + Download + Upload
View + Upload
View Only
Upload Only
Note that the Upload Size Limit pu
blic folder option only appears if
you choose View + Download +
Upload, View + Upload, or Upload
Only. For more information about
these permission options, see Publi
c Share Permissions for Folders

The third option, Allow Selected Users

or Groups, changes the share to
private. The possible permissions are Vi
ew, Download, Upload, Share, Sync,
Delete,and Manage.
For more information about these
permission options, see Private Share
Permissions for Folders.

To save your changes, click OK.

Share Options Video

Play the following video to see how to set share options.

Your browser does not support the HTML5 video element

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 Managing Shared Files and Folders
After you create a new share, you can view details about activity on the share, update share users and their permissions, change share options, and delete
the share.

When a file or folder has been shared with you, you can view it, perform any other actions permitted for the share, and leave the share.

Edit Share Options, Share Users, and Share Permissions

Email or Copy a Share Link
Viewing Expired Shares
File Change Notifications for Shares
Viewing Existing Shares
Deleting a share
Share History
Leaving a Share

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 Edit Share Options, Share Users, and Share Permissions
After you have create a share, you can manage the share to edit its options, change the users you have shared with, and modify their permissions.

To open a share for editing

You can open a share for editing in the folder you originally shared it from (My Files, Team Folders, Network Shares, or Shared with Me) or in Shared
by Me.

1. Select the folder from the navigation pane.

2. Then hover over the shared file or folder and click the Share/Manage Share icon.

The Share Link window, where you set up the share, opens. This is the same window you use to edit the share.

Edit the Share Link, Share Options, and Sharing Permissions the same way you configure them when you initially share a file or folder.

For help, see:

Public Share Options for Files

Public Share Permissions for Folders
Private Share Options for Files
Private Share Permissions for Files
Private Share Permissions for Folders

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 Email or Copy a Share Link
The Copy to Clipboard button is available in FileCloud version 19.1 and later.

After you create a share, you can return to the Share Link window to email or copy the shared link again, or to open the share.

The Share Link window displays the share link with buttons next to it at the top of the window:

Copy link to clipboard

Click the Copy Link to Clipboard button to copy the link so you can include it in a file or email.

Open link in new window

Click Open Link in New Window to see what users see when they click on the link.

Email link
You can reopen the Share Link window and manually send an email to a user with the share link. This may be useful if you want to send them the link for
a public share or if they have lost the link you originally sent them.

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 1. Click the Email Link button.
A message box that includes the link opens:

2. In To Email enter the email addresses of the recipients

3. In Message,enter a message.
4. Click Send Email.
The recipients receive an email message similar to:

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188
 Viewing Expired Shares
You can see which of your shares have expired in Shared by Me.

To see which of your shares are expired

1. In the navigation panel, click Shared by Me.
The screen displays a list of the files and folders shared by you. Below each expired share is a note giving the expiration date:

To only view your expired shares

1. In the navigation panel, click Shared by Me.
The screen displays a list of the files and folders shared by you.
2. In the Expiration drop-down list at the top of the screen choose Show Expired.
Now Shared by Me only displays expired shares with their expiration dates.

To check if a share in an All Files folder is expired

If you are working in My Files, Team Folders, Network Shares or Shared with Me you can check if a share is expired by hovering over the Information
icon.

1. In the navigation pane, click the folder.

A file or folder that has been shared displays an Information icon at the end of its row.

2. Hover over the file or folder to expand the Info icon, then hover over the Share icon.
If the tooltip Invalid Public Share appears, the share has expired.

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190
 File Change Notifications for Shares
You automatically receive notifications through email when shares are added, updated or deleted unless you or your administrator has disabled these
notifications.

For information about enabling and disabling notifications in general, see the topics in Notifications.

How Do File Change Notifications Work for Shares?

Disable File Change Notifications for a Specific Share
Disable file change notifications when creating a new share
Disable file change email notifications for existing shares created by you
Disable file change email notifications for files and folders shared with you

How Do File Change Notifications Work for Shares?

Any change made by a user to a shared file or folder will trigger email notifications to all users that the file or folder has been shared with as well as the
owner of the share.

Users also receive email notifications when a subfolder or file within a shared folder has file changes.

All file change notifications are consolidated and emails are sent by FileCloud at regular notification frequency (15 minutes, 1 hour, 1 day etc) as set by
your FileCloud administrator.

Notifications are supported for the following actions apply to shared files and folders and files and folders in shared folders.:

Add file or folder

Delete file or folder
Upload file or folder
Rename file or folder
Download file or folder
Share (or reshare) file or folder
Preview file
Lock file or folder
Unlock file or folder

Disable File Change Notifications for a Specific Share

File change notifications are enabled by default for all users and all folders. However, email notifications can be disabled by administrators or users.

If you are an administrator, see Notifications for File Changes for information about disabling notifications.

Users can selectively disable notifications for a shared file or folder when creating the share or later, by editing the share.

Disable file change notifications when creating a new share

When a share is created, file change notifications can be be disabled for the share.
Once disabled, users having access to that share will not receive any file change notifications related to the share.

1. Create the share by hovering over the file or folder and clicking the Share icon.
The Share Link dialog box opens.

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 2. Click Share Options.

The Share Link dialog box expands.

3. On the Share Options tab, click Yes next to Send Email Notifications.
Yes and No options appear.
4. Select No, and click Save.

Disable file change email notifications for existing shares created by you

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 1. Hover over the shared file or folder and click the Share icon.
The expanded Share Link dialog box opens.

2. On the Share Options tab, click Yes next to Send Email Notifications to display the Yes and No options.
3. Select No, and click Save.

Disable file change email notifications for files and folders shared with you
1. Open the Shared with Me folder.
2. Navigate to and check the box for the share.
3. In the upper-right corner, click the More (triple-dot) icon, and choose Share Options.

The Share Options dialog box opens.

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 4. Check Disable File Change Email Notifications.

5. Click OK.

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 Viewing Existing Shares
In the navigation panel, click Shared by Me to see a list of all files and folders that you have shared. You can also view a list of your managed shares.
Managed shares are folder shares that you have been given access to manage.

View My Shares and Managed Shares

By default Shared by Me displays files and folders you have shared (the Show drop-down list displays My Shares):

In the Show drop-down list, choose Managed Shares to view a list of shares you can manage.

Filter shares by share type and expiration date

The Share Type drop-down list gives you options to view shares by the following categories:

All
Public
Private
Password Protected.

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 The Expiration drop-down list gives you options to view shares by expiration status:

Show All
Show Active
Show Expired

Share Actions
In Shared by Me, when you hover over a share, icons for actions that you can perform appear. Click any of the icons to perform its action.

Check the boxes next to multiple files and folder to remove the shares in one step, by clicking Remove Shares.

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197
 Deleting a share
To remove a share from the original shared file or folder
To remove a share from the Shared by Me folder

To remove a share from the original shared file or folder

1. Hover over the shared file or folder and click the Share icon.
The Share Link dialog box opens.
2. In the lower-left of the dialog box, click Remove Share.
3. Click Remove in the confirmation dialog box.
The share is removed.

To remove a share from the Shared by Me folder

1. In the FileCloud navigation pane, click Shared by Me.
The files and folders shared by you are listed in the main section of the screen.
2. Hover over the shared file or folder and click the x.
3. Click Remove in the confirmation dialog box.
The share is removed.

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 Share History
Viewing share history
Viewing share history details in Shared by Me

Viewing share history

Access the history of the activities performed on a share by navigating to the share in its folder, hovering over it and clicking the Share icon.

This opens the Share Link window. To view a list of actions on the share, click the Share History tab.
Each action is listed with the name of the user who performed the action (if known), the location where the action was performed, and how long ago the
action was performed.

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 Share History displays the following actions on a shared Item:

Add file or folder to folder

Delete file or folder from folder
Download
Rename
Lock
Unlock
Public share date
Private share date
Email share link
Users added to the share
Users removed from the share

Viewing share history details in Shared by Me

Viewing share history details from the Shared By Me folder is useful because the screen provides a list of all files and folders that you have shared along
with the following information:

how many activities have been performed on each share in the last 30 days
the date the share was created
the date the share was last accessed
the share owner

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 if the share has expired, the date it expired

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 Leaving a Share
If you no longer want access to a file shared with you, you can leave the share.

To leave a share:

1. Open the Shared with Me folder, and navigate to the share.

2. Check the box for the share.
3. In the upper-right corner, click the More (triple-dot) icon, and choose Share Options.

The Share Options dialog box opens.

4. Click Leave Share.

5. Click Yes in the confirmation box.

The dialog box closes and the share no longer appears.

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 Notifications
You can receive notifications about files or folders stored in all types of folders. Your administrator sets your default notification settings which determine
whether notifications are sent to you when:

a file or folder is shared with you

one of the following actions is performed (by you or another user) on a file or folder you have access to:
a file or folder is uploaded
a file or folder is downloaded
a file or folder is shared
a file or folder is deleted
a file or folder is renamed
a file is updated
a file is previewed in the browser or one of the mobile apps
a file or folder is locked

If you are permitted to to override your administrator's default settings, you can specify which actions you are notified about.

There are several ways you can specify your own notification settings.

Customize notifications in user settings

Set notifications for Files and Folders
Effective Notifications

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 Customize notifications in user settings
If you are permitted to to override your administrator's default settings, you can specify which actions you are notified about.

On this page:

Customize your notifications settings

Edit path notifications rules
Disable custom notifications without removing custom settings:
Return to the default notification settings

Customize your notifications settings

1. Click your username and choose Settings.

2. In the Settings screen, click the Notifications tab.

By default, Use default notification settings is selected and custom notification settings are not visible.

3. If you are permitted to override default settings, Use my own notification settings and all of the options that appear under it can be edited. If
you are not permitted to override default settings, Use my own notification settings and the options under it cannot be edited.
4.

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 4. Select Use my own notification settings.

5. By default, When to send is set to Daily.

If you want to receive notifications as soon as an action occurs, choose Instant.
If you want to receive notifications less frequently, choose Daily, Weekly, or Custom in the drop-down list. You will receive an email
listing all new notifications since the last notification email.
If you choose Custom, a text box opens for you to enter the notification interval in minutes. You are not allowed to enter a value that is
less than the notification interval set by your admin.
6. Send Notifications on indicates which actions you will receive notifications about. All actions other than Self Notifications are unchecked by
default.
Check any actions that you want to receive notifications about.
7. Uncheck Self Notifications if you do not want to receive notifications about changes you make to your own files or folders.
When it is unchecked, you only receive notifications when another user performs an action on a file or folder that you have shared with them or on
a file or folder that you also have access to.

Edit path notifications rules

At the bottom of the page is a Path Notifications Rules table listing the full paths of any files or folders you have configured with notification rules.
For information about configuring paths of files or folder with notification rules, see Set notifications for files and folders.

1. To edit the rule, under Actions, click the edit button.

A dialog box identical to the upper portion of the Global Notifications Settings (the current screen) opens for the folder listed under Path.
Change any of the settings and click Save.
2. To delete the rule, under Actions, click the delete button.
Note that settings on paths override the custom notification settings that appear above them.

Disable custom notifications without removing custom settings:

1. Click Settings in the navigation bar, and click the Notifications tab.
2. Uncheck Send Notifications.
3. Click Save.

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 Return to the default notification settings
1. Click Settings in the navigation bar, and click the Notifications tab.
2. Select Use default notification settings (as configured by Admin).
3. Click Save.
Your previous settings including your path settings are not saved. If you want to use them again, you must reset them manually.

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 Set notifications for Files and Folders
If you are permitted to to override your administrator's default settings, you can specify which actions you are notified about for specific files and folders.
The notifications tell you when other users that have access to the file or folder (either because they own it or you or another user has shared it with them)
perform an action on it. You can also notify yourself when you perform an action on the file or folder.

The following procedure shows you how to set notifications for an individual file or folder from its row in the user interface. If you want to set notifications for
an individual file or folder from its effective (combined) notifications in the Details pane, see Effective Notifications.

On this page:

Customize notifications for a file or folder:

Disable custom notifications for a file or folder without removing custom settings:
Return to the default notification settings
Priority of Notification Settings

Customize notifications for a file or folder:

1. In the user interface, hover over the row for the file or folder, click the More icon (3 dots) and click Notifications

2. In the Notification Settings dialog box, choose Use my own notification settings.
(If you are not permitted to override default settings, Use my own notification settings and the options under it cannot be edited.)

The Notification Settings expand to display the different actions that can trigger notifications.
3. Leave Send Notifications checked.

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 4. Check the types of actions on the file or folder that you want to receive notifications about.

5. To receive notifications when you perform an action on the file or folder, check the last checkbox, Self Notifications.

If you do not check Self Notifications, you only receive notifications when a user you have shared a file with performs an action on
that file.

If you do check Self Notifications, you also receive a notification when you perform an action on a file you own or a file that has been
shared with you.

6. Click Save.
When you hover over the row for the file or folder, the notification (bell-shaped) icon at the end appears enabled, and if you select the file or
folder, the notification icon in the Details panel also appears enabled.

When you go to Settings > Notifications, the file or folder path is listed under Path Notification Rules.

Disable custom notifications for a file or folder without removing custom settings:
1. In the user interface, hover over the row for the file or folder, click the More icon (3 dots) and click Notifications.
2. In the Notifications Settings dialog box, uncheck Send Notifications.
3. Click Save.

Return to the default notification settings

1. In the user interface, hover over the row for the file or folder, click the More icon (3 dots) and click Notifications.
2. In the Notifications Settings dialog box, choose Use default notification settings.
3. Click Save.
If you want to return to your custom settings, you must reset them manually.

Priority of Notification Settings

The notification settings which take top priority are those you set on the specific file or folder that you are working on. The order of priority for notifications
from top to bottom is:

1.

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 1. The specific file or folder you are working on.
2. Its parent folder.
3. Each higher level of parent folder.
4. Your user settings.
5. Your policy settings.
6. Your administrator's global settings.

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 Effective Notifications
If a file or folder's notification settings are configured in more than one place, the notifications with the highest priority are its effective notifications. For
example, if you have set global notifications for your files and folders and have overridden them on a specific file, the settings you have set on the specific
file are the effective notifications.

The order of priority for effective notifications goes from top to bottom in the list:

1. The specific file or folder you are working on.

2. Its parent folder.
3. Each higher level of parent folder.
4. Your global user settings.
5. Your administrator's settings on your policy.
6. Your administrator's global settings.

For example, if your administrator has disabled notifications on file deletions but you have enabled them for a particular file, they are enabled for that file.

Effective notifications are listed at the bottom of the details pane for a selected file or folder.
The following screenshot shows the effective notifications for the file Contacts.txt. Enabled notifications are followed by a check, and disabled notifications

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 are followed by an x.

If all notifications are enabled, effective notifications appear as:

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 If all notifications are disabled, effective notifications appear as:

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