Uploading and Sending Files

*This article assumes you have all permissions assigned by an Administrator, including Upload Files and Send Files. If you do not see the blue Upload Files button directly to the right of the workspaces list or Send in the Actions menu to the right of the file/folder name, or do not see any of the features mentioned in this article, you may need to contact an Admin about obtaining these permissions.

To share and send files with others, you must first upload your file(s) to the appropriate area on the site. Navigate to the correct workspace by first clicking Files in the left menu, then clicking the workspace name under Your Workspaces. If necessary, navigate to the correct folder by clicking on the folder name within the workspace itself.

Note that the maximum files size you can upload at a time is determined by which subscription level your site is on. If you are not sure, please contact a site Administrator. The upload file size limits are:

Office: 5GB
Business: 20GB
Corporate: 50GB

Once you have reached the proper area for the file to be uploaded, click on the blue Upload Files button directly to the right of Your Workspaces. You can also drag and drop files and folders right from your computer to the area called "Drag and drop files here to upload into this location". This will open a window showing the preferences and options available to you before you upload. Note: All current browsers support drag and drop of files but currently only browsers based on Google's Chromium  browser (such as Chrome and Edge) supports drag and drop of folders. 

Location

The location will show you the location your file will be uploaded to. If you wish to change locations, click "Change Location" and navigate to the correct workspace/folder.

 

Drag Files/Folders Here

If you already drag-and-dropped files/folders in the main Files window, the number of files already selected will appear to the right of "Files:". Clicking "Edit Files" will allow you to see a list of the files selected for uploading and allow you to remove any if desired. If you wish to add additional files, you can drag them to the "Drag Files/Folders" here area, or click "Select More Files" and select the desired files.

Preferences

Overwrite Files with the Same Name?

If any of the files you are uploading has the exact same name as an existing file in the location you're uploading to, you can tell the system what to do. "Yes" will overwrite any existing file(s) with the new one and "No" will cause the new file(s) not to be uploaded. Selecting "Ask" will ask you for each instance of a duplicate so you can decide on a file-by-file basis what to do.

 

Send To

Automatic Recipients

Certain users can be set by an Admin or Sub-admin to always receive Upload Notifications, so that any time a file is uploaded to a workspace that user belongs to, they will automatically receive an email notification. If any users are set to receive an Upload Notification, "X Automatic Recipients" will appear in a gray background. Hovering over this will show the users set to receive a notification. These users will receive a notification upon completion of your upload and you cannot disable the notification to those recipients.

 

Adding Additional Recipients

If you wish to send the files you're uploading to someone not listed on the Automatic Recipients list, you can include them in the Send To area.

Users

If the recipient is a user and belongs to the workspace you're uploading to, simply click in the "Type name or email" area. This will bring up a list of users belonging to this workspace. You can either click a name, or, if the list is long, you can start typing a portion of their name to filter the list based on what you've typed, and then click. Clicking the "X" next to an added name will remove them.

Note: If you know someone is a user of the site but doesn't appear in the list, they are not a member of the workspace. To send them files you must follow the directions for non-users below.

Non-users

If the recipient is non-user, enter their email address in the "Type name or e-mail" area. If the address has been used before, the system will remember it and it will appear in the drop-down list with users. Like above, any user names or non-user email addresses that match what you have typed so far will appear. Click an email address to add it.

If you've added a name or email address you didn't intend, click the "X" to the right of the name to remove.

 

Subject

Text added in this area will appear as the subject in the notification email received by the recipients selected in the Send To area.

 

Message

ext added in this area will appear in the body of the notification email received by the recipients selected in the Send To area.

 

Tag

Adding Tags to files can assist in identifying files and finding them when searched for later. Clicking the tag field will display a list of tags already created. As with Send To, typing into the field will filter existing tags that match what you've typed. Click to select an existing tag, or finish typing and hit Return to add a new tag to the list.

Options

Email me confirmation of download

When your files are uploaded, any notification recipients (see above) will receive an email with a link to download the files. If you check the "Email me confirmation of download" option, the first time each recipient clicks on the link in the email and downloads the file, you will receive an email back notifying you of which file was downloaded and by whom. Any subsequent clicks on the link by the recipients will not generate additional notifications back to you, but if you have download notifications enabled for the workspace you're in, you will receive two notifications on first download and one for each additional download.

 

Include recipients in message body

If you wish for your recipients to see who else the files are being sent to, click the "Include recipients in message body" checkbox. This will include a line within the body of the notification email that says, "This email was sent to the following recipients" followed by the usernames and/or email addresses of the intended recipients. 

If you don't wish for your recipients to see who else the file is going to, don't check the "Include recipients in message body" box. This will be similar to using "BCC" (blind carbon copy) in your email client on your computer.

 

Require login to access these files

When someone receives an upload notification (see above), it contains a link to download the files you're uploading. If "Require login to access these files" is not checked, the user will be able to immediately download the files after clicking the link. This is simpler for the user but less secure. If the notification email were to be accessed by someone other than the intended person – for instance, it was accidentally forwarded to someone else – then the files could potentially be downloaded by someone who shouldn't receive them. Checking "Require login to access these files" will require the notification recipient to either log into the site (if they are a user of the site) or enter their email address and password (for non-users). This provides a much more secure way of sending files, but does require an extra step for the recipient. Note: Depending on how settings are configured by an Admin, the "Require login to access these files" options may be checked by default and may not be able to be unchecked.

To securely send files to users, check "Require login to access these files" and enter a username in the Add Recipients field at right (see below). To securely send a file to a non-user, check "Require login to access these files" and then enter the non-user's email address in the Send To field at top. You'll notice the "Set password for non-users only" field doesn't become active until an email address is entered. Note: Depending on how the settings are configured by an Admin, the "Set password for non-users only" field may not be available at all. If this is the case, you may need to speak to an Admin about enabling the feature.

Once the "Set password for non-users only" field is active, you can create a password for the non-user to download one of two ways. First, you can enter a password of your own choosing. Note that any password you choose must conform to the guidelines displayed when you hover your mouse over the blue tooltip (question mark) to the right of the field. Second, you can click the "Auto-generate" link which will have the system create a randomly-generated password and place it in the field.

Once your password is created, be sure to copy it or write it down so you can relay it to the recipient. Once you click the Upload Files button, the system will remind you to copy the password. If you don't, the password cannot be retrieved and the file must be resent.

Optionally, you can click the "Email password to non-users" box and the system will email the password along with link to download, however this is far less secure. The safest way to send a file is to generate a password and relay it to the individual through other means.

 

Send me a copy of notification

Checking this box will send you a copy of the notification that is sent upon upload.

 

Link Expiration

At times you may want to send files in which you limit the number of days those can be downloaded but don't want the files to be deleted from the site. In this situation, click the "Expire link in:" radio button and enter the number of days in which the link in the notification email should remain active. Once those number of days have been reached, the email link will become inactive and will no longer download the files, however the files will still remain on the site for anyone who has the ability to log in (unless the files are also set to be auto-deleted). Selecting "Never" will cause the link to never expire.

 

Schedule a Delete

Clicking the "Delete These File in" checkbox will allow you to set the number of days in which the files should automatically delete. After checking the box, enter the number of days the files should remain on the site and then be automatically deleted by the system. If you set the files to be deleted and change your mind after upload, you can remove the auto-delete (and set a new one if desired) through the Actions menu to the right of the file in the file listing.