Shared folders

Available in Classic and VPC

In WORKBOX shared folders, you can manage folders (files) to share with collaborating colleagues and share them with links after setting sharing standards. You can set and manage sharing of the folders (files) you have added yourself or been granted with access permissions.
Real-time collaboration of the same work is available through the shared folder (file) feature. Even if the workers have different PCs or working locations, they can access and share the content through PC, laptop, mobile device, etc., so smart work can be easily implemented, even in non-face-to-face work environments.

Shared folder page

The basics of using shared folders are as follows:

Add shared folder (file)

To share a folder (file) with a collaboration colleague, you need to first add a folder (file) to be shared. You can add it by uploading the folder (file) in the local system or by creating a new folder (file) from the shared folder page.
After adding the folder (file), you need to set a sharing link to be shared with collaboration colleagues. For how to set sharing links, see Add sharing link.

Upload

The following describes how to upload and add folders (files) to share from the local system.

1. Click the Shared folder menu on the left side of the page.
2. Click the [Upload] button.

3. When appears, add the folder (file) to be shared, and then click the [Upload] button.

• Add folder: click the [Upload folders] button, or drag (click) it to the window to add.
• Add file: click the [Upload files] button, or drag (click) it to the window to add.

4. Click the [Close] button when the upload is completed.

Create new

The following describes how to create a new folder to share and add it.

1. Click the Shared folder menu on the left side of the page.
2. Click New folder.
   

Customers using online editing (additional service) may click Create new and click one of Folder, Word Document, Excel spreadsheet, PowerPoint presentation, and HWP Korean files.

3. When or appears, check the path of the folder to be created, and enter the folder/file name. The name should not contain special characters \ / : * ? " < > |, and should not exceed 255 characters.

4. Click the [OK] button.

Manage shared folders (files)

You can edit the name or the content of the folder (file) being shared, or copy, move, delete, or restore the folder (file).

Edit name of shared folder (file)

The following describes how to edit the name of a shared folder (file).

1. Click the Shared folder menu on the left side of the page.

2. Click the 3-dots icon from the information field of the shared folder (file) to edit the name of, and click Change name.
   

3. When the Edit page appears, edit the name and click the Check button.

Edit the content of the shared file

For Office files or Hangul files uploaded to shared folders, you can edit them online without downloading them to your PC.

The following describes how to edit them.

1. Click the Shared folder menu on the left side of the page.

2. Click the 3-dots icon from the information field of the shared file you want to edit, and click Online editing.
   

3. When the Edit page appears, edit the content.

4. When the edited content is auto-saved, close the Edit page.

Move shared folder (file)

The following describes how to move the path of shared folder (file).

1. Click the Shared folder menu on the left side of the page.
2. Select the shared folder (file) to move, and click Move.
3. When appears, select the path to move to from the folder tree, or click the [New folder] button to create a new folder to move it to.
4. Click the [OK] button.

Copy shared folder (file)

The following describes how to copy a shared folder (file).

1. Click the Shared folder menu on the left side of the page.
2. Select the shared folder (file) to copy, and click Copy.
3. When appears, select the path to copy to from the folder tree, or click the [New folder] button to create a new location.
4. Click the [OK] button.

Delete shared folder (file)

The following describes how to delete a shared folder (file).

1. Click the Shared folder menu on the left side of the page.

2. Select the shared folder (file) to delete, and click Delete.

3. When <Delete folder/file> appears, check precautions and click the [Delete] button.
   

4. Check the deleted folder (file) in WORKBOX's Deleted content.

Restore previous version of shared folder (file)

The following describes how to restore a shared folder (file) to a previous version.

1. Click the Shared folder menu on the left side of the page.

2. Select the shared folder (file) to restore to a previous version, and click the clock icon.
   

3. Click Restore of the version you want to restore to.
   

4. Click the [OK] button.

Lock shared file

You can lock files of shared folders for which you have editing permissions. If you lock a shared file, it cannot be deleted, renamed, or moved by other people. It also becomes impossible to delete parent folders and files that contain the file.
The following describes how to lock a shared file.

1. Select the file you want to lock.
2. Click the 3-dots icon from the information field of the file, and then click the [Lock] button.
3. When the notification page appears, click the [Lock] button.

Unlock shared file

The following describes how to unlock a shared file that is locked.

1. Select the file you want to unlock.
2. Click the 3-dots icon from the information field of the file, and then click the [Unlock] button.
3. When the notification page appears, click the [Unlock] button.

Add sharing link

You can add a link for actually sharing the added folder (file). Sharing link is a URL for a specific folder (file), and the user who receives this URL can view or edit the folder (file) from the link.
The following describes how to add a folder (file) to share, and then share it with a link.

1. Click the Shared folder menu on the left side of the page.

2. Select the shared folder (file) to add a sharing link to, and click Share link.
   

3. When appears, set the sharing information, sharing condition, and whether to share via email.
   

• Sharing information: enter and confirm basic information of the shared folder (file).
  • Sharing link description: enter the description of the shared folder link, up to 20 characters. (Default: name of the shared folder or file)
  • Sharing link: created when the [OK] button is clicked.
• Sharing condition: set conditions for sharing the folder (file).
  • Outsider access permission: select whether to allow an outsider who is not a WORKBOX user to use the sharing link.
    • WORKBOX member only: sharing link can only be used by WORKBOX users.
    • Share externally (OTP authentication): an outsider can use a sharing link if OTP authentication is successful.
      • If entered incorrectly 5 times, then it renders the OTP verification code invalid.
  • Set link expiration date: select whether to specify the expiration date of sharing link, and set the expiration date when specifying.
  • Set number of downloads: set whether to limit the number of content downloads by the member who received the sharing link, and enter a limit between 1 and 100 when limiting.
• Share via email: select it if you want to send the sharing link for the shared folder (file) via email.

4. Click the [OK] button.
5. When appears, click the [Copy] button.
6. Send the copied link to collaboration colleagues.

Manage sharing link

You can view, edit, copy, or delete sharing links for shared folders (files).

View sharing link

The following describes how to check a sharing link.

1. Click Link on the right of the Shared folder menu on the left side of the page.
   

2. Check the list of sharing links.
   

3. If you would like to only check the links you want by searching, then enter the content name or link address at the top of the page, and click the [Search] button.

Edit sharing link

If you edit a sharing link, then the edited version is shared to the collaboration colleagues who have the folder (file) shared with the sharing link. The following describes how to edit a sharing link.

1. Click Link on the right of the Shared folder menu on the left side of the page.
2. Click the management icon of the sharing link to edit from the list of sharing links.
3. Edit the required settings, and click [OK].

Copy sharing link

You can copy a sharing link when initially set, but there may be circumstances for which you need to copy it again. The following describes how to copy the sharing link whenever required.

1. Click Link on the right of the Shared folder menu on the left side of the page.
2. From the list of sharing links, click the [Copy] button of the sharing link to copy, or click the management icon and then the [Copy] button.
3. Send the copied link to collaboration colleagues.

Delete sharing link

If you delete a sharing link, then the collaboration colleagues who have the folder (file) shared with the sharing link cannot access them any longer. The following describes how to delete a sharing link.

1. Click Link on the right of the Shared folder menu on the left side of the page.
2. From the list of sharing links, click the x icon of the sharing link to delete, or select the sharing link to delete and then click [Delete] link.
3. Click the [Delete] button.

View shared folder access permission owners

You can view the list of users who have been granted access permissions by shared folder. Shared folder's access permissions are granted by the master who has added the shared folder to individuals, organizations, or groups. If you own an access permission, then you can set or manage the shared folder's folders (files) and sharing links, depending on the permission type.
The types of shared folder access permissions provided by WORKBOX are as follows:

• Master permission: unchangeable permission of the user who initially added the shared folder, owns all permissions for the shared folder
• Editing permission: able to modify, delete, and download the content within a shared folder for which the access is allowed
• Viewing permission: able to copy and download the content within a shared folder for which the access is allowed

The following describes how to view the list of users who have been granted access permissions by shared folder.

1. Go to the shared folder you want to view, and click Member list at the top right of the page.
   

2. Check the required information.

• Member list: click to see the list of users who have the access permission to the shared folder
  • Member: information of individuals who own access permissions
    • Master: whether the individual is the master
    • Department name: name of the department to which the individual belongs
    • Name: name of the individual
    • Email: email address of the individual
    • Folder permission: type of access permission owned by the individual (editing permission, viewing permission)
  • Organization chart: information of organizations that own access permissions
    • Organization name: name of the organization
    • Number of organization members: number of members who belong to the organization
    • Name: name of the organization member
    • Email: email address of the organization member
    • Folder permission: type of access permission owned by the organization member (editing permission, viewing permission)
  • Group: information of groups that own access permissions
    • Group name: name of the group
    • Number of group members: number of members who belong to the group
    • Name: name of the group member
    • Email: email address of the group member
    • Folder permission: type of access permission owned by the group member (editing permission, viewing permission)

Set shared folder access permission owner

The following describes how to set users to be granted access permissions by shared folder.

1. Go to the shared folder you want to set permissions for, and click Set permissions at the top right of the page.
2. When appears, click the unit to set permissions by member, organization, and group.

• Member: when shared folder access permissions are set by individual member
• Organization chart: when shared folder access permissions are set by organization in the organization chart
• Group: when shared folder access permissions are set by specific group

3. Select the target to set permissions for, and set permissions accordingly.

• Member: search for the target member, add them by clicking the [+] button, and choose between editing permission and viewing permission
  

• Organization: select the target organization from the organization chart, add it by clicking the [Add] button, and choose between editing permission and viewing permission
  

• Group: select the target group from the group list, add it by clicking the [Add] button, and choose between editing permission and viewing permission
  

4. Click the [Complete] button.