Managing shared folders

Available in Classic and VPC

You can configure and manage permissions for top level shared folders and view logs of sharing links at Manage shared folder of WORKBOX Service preferences.

Set permissions

The following describes how to configure who can use the permission settings feature for top level shared folders.

1. Click the Service preferences > Manage shared folder menu at the left side of the screen.
2. Click the [Set permissions] tab menu.
3. Select the target who would use the permission settings feature for top level shared folders.

• Only system admins: set it so that only admins can create and manage top level shared folders
• Grant permissions to users as well: set it so that admins and all users can create and manage top level shared folders

4. Click the [Save] button.

Top level shared folder

The following describes how to view the list of top level shared folders that are in use or have been deleted, as well as how to set access permission owners or restore deleted top level shared folders.

1. Click the Service preferences > Manage shared folder menu at the left side of the screen.
2. Click the [Top level shared folder] tab menu.
3. Check the required information.

• GB in use/GB in total: total storage capacity assigned and storage in use
• Currently in use: storage capacity that is in use by top level shared folder
• All version capacity: sum of storage capacities of all versions of top level shared folders
• Master: account name (email address) of the user who owns the master permission to the top level shared folder
• Member: number of users who own the access permission to the top level shared folder
• Date created: date on which the top level shared folder was added
• Folder status: shows the status of the top level shared folder as In use or Deleted.

4. If you would like to only view the top level folder you want by searching, then set the folder name, master, and folder status and click the [Search] button.

5. To set the access permission owners to the top level shared folder, click the settings icon.
   

6. To restore the top level shared folder that has been deleted, click the [Restore] button.
   

Manage link

The following describes how to view the list of links to shared folders (files) and copy sharing links.

• Click the Service preferences > Manage shared folder menu at the left side of the screen.
• Click the [Manage links] tab menu.
• Check the required information.
• Type: displays the objects shared with links, classified as folder, file, or file and folder
• Shared content: name of the folder (file) shared with a link
• Sharing target: target (external/internal) that has access to the folder (file) shared with a link
• Location: location of the target shared with a link
• Shared link status: status of the shared link (valid/invalid)
• Shared link expiration date: expiration date of the shared link
• Shared link
  • Log: log of shared link accesses
  • Go to: navigate to shared link screen
• View more
  • Link settings: set the description, sharing target, expiration date, download counts of the link
  • Sharing information: check the information of shared link status and shared folder (file)
  • Link deletion: delete the shared link
• If you would like to only view the sharing links you want by searching, then set the content name and creator at the top of the screen and click the [Search] button.

Manage locked file

Check the list of currently locked files or unlock the selected locked files.

• Click the Service preferences > Manage shared folder menu at the left side of the screen.

• Click the [Manage locked file] tab menu.

• Check the required information.

• File name: name of the locked file

• Created by: name of the user account who created the file

• Edited date: date of file edit

• File size: size of the locked file

• Locked by: name of the user account who locked the file

• Locked date: date of locking the file

• Location: location of the locked file

• If you would like to only view the desired locked file by searching, then set the File name and Locked by at the top of the screen and click the [Search] button.

• If you want to unlock the desired locked file, you can unlock it by clicking the [Unlock] button after checking the box in the list.