Novell Doc: Novell Filr 1.0.1 Web Application User Guide - Sharing Files

3.2 Sharing Files

You can share files with both internal and external users.

To share files:

Navigate to the folder that contains the files that you want to share.

You can share files in your My Files , Shared with Me , Net Folders or Shared by Me tabs, assuming that you have rights to share the files.
Select one or more files that you want to share, then click Share.

or

Click the drop-down arrow next to the file that you want to share, then click Share.

The Share dialog box is displayed.
(Conditional) To share with internal Filr users, go to the Share with field and begin typing the name of the user or group with whom you want to share the file, then click the name when it appears in the drop-down list.
(Conditional) To share with users external to your organization, specify a user’s email address, then click the plus icon .

Your Filr administrator must enable this functionality.

For more information about sharing with external users, see Section 3.4, Sharing with People Outside Your Organization.
(Conditional) To share with the public:
1. Click Make Public in the upper right corner of the Share dialog box.
2. To see the public URL that you can now share with users, click Public in the Type column of the table.
  
  Users who do not have a Filr user account must have one of the available URLs in order to either see the shared file or download the shared file.
  
  Your Filr administrator must enable this functionality.
Select the access rights that you want to grant to the user or group.
1. (Conditional) If you are sharing with an external user or with the public, click in the Access column next to the user or group’s name to display the Grant Share Rights dialog box.
  
  If you are sharing with an internal user or group, the Grant Share Rights dialog box is already displayed.
2. Select the rights that you want the user or group to have:
  - Viewer: Users can view individual files that are shared with them, or all files within the folder that is shared with them.
    
    This is the only option available when sharing with the public.
  - Editor: Users can view and modify individual files that are shared with them, or all files within the folder that is shared with them.
3. In the Allow the recipient to re-share this item with section, select whether you want them to be able to share with internal users, external users, and the public.
4. Click OK.
If you want the rights that you selected in Step 6 to expire:
1. Click Never in the Expires column next to the user or group’s name.
  
  The Share Expiration dialog box is displayed.
2. Choose either of the following options, then click OK:
  - On: Select a given day for the rights to expire.
    
    Rights expire at the beginning of the day that you select.
  - After: Specify a certain number of days for the rights to remain active.
    
    Each day is counted as a 24-hour period from the time that you set the expiration.
If you want to include a personal note in the share:
1. Click none in the Note column next to the user or group’s name.
  
  The Edit Note dialog box is displayed.
2. Specify a personal note for the user or group you are sharing with.
  
  Only the users and groups that you share with can read the note.
  
  The share note cannot exceed 255 characters in length.
3. Click OK.
To ensure that users are notified about the shared item, ensure that Notify is selected.

Notifications contain the following information:
- A link to the shared item
- The note that was entered specifically for the user that the item is being shared with (see Step 8)
- When the share expires (See Step 7)
Next to the Notify check box, choose from the following notification options:
- All recipients: All recipients in the share list are notified.
- Only newly added recipients: Only recipients that you add to the share list are notified.
- New and modified recipients: Only recipients whose share rights you are modifying as well as new recipients are notified.
Click OK.