*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/Send Files directly to the right of Your Workspaces or Send in the Actions menu to the right of the file 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 clicking on its name under Your Workspaces and then, if necessary, navigate to the correct folder by clicking on the folder name within the workspace itself.
Once you have reached the proper area for the file to be uploaded, click on the blue Upload/Send 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 Google's Chrome browser supports drag and drop of folders.
The location will show you the location your file will be uploaded to. Confirm this is the correct location and if it isn't, click Cancel and navigate to the right location.
Drag Files/Folders Here
If you clicked the blue Upload/Send Files button, the "Drag File/Folders Here" area will be empty. Drag the file(s) you wish to upload to this window or, click on the "or browse and select files" link, navigate to the files you want to upload and select to add. If you drag and drop files right into the file listing window described above, the Upload/Send Files window will appear with the files already listed.
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.
When someone receives an upload notification (see below), it contains a link to download the files you're uploading. If "Require Login" 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 setting 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, first check "Require login to access these files" and then enter the non-user's email address in the Add Recipients field at right. 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 "Password Guidelines". 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.
Delete Files In
Clicking the "Delete these files 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. The text in parentheses will tell you the maximum number of days you can set. 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.
Email Download Confirmation
When your files are uploaded, any notification recipients (see below) 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 and downloads the files, 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.
Expire Download Links
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 notification download links in:" box and use the dropdown menu to select the 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).
File ID and Comment
You have the option to include a File ID and/or Comment along with the files you're uploading. A File ID is a short annotation you can use to identify files with. For instance, you might want to include a job number, a client code, or a project due date. File IDs are searchable, can be seen in the file listing, and act like a "tag". Comments are longer annotations that can be used to relay information about the files to other users. Please read the "Comments" section on "File Sorting, Searching and Comments" for more information.
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. Users displayed under Automatic Recipients will receive a notification upon completion of your upload and you cannot disable the notification to those 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 Add Recipients field.
If the recipient is a user, simply begin typing their name or username into the field. Users matching what you have already typed will appear in a list below where you are typing. Clicking a name will add it to the list. Alternately, you can click the "See All Users" link to display all users of that workspace. Click the name(s) of your desired recipients to select (click again to unselect) and click Add Selected Users. Those users will then be added to the Add Recipients field. Note: If you know someone is a user of the site but doesn't appear when you type their name or in the "See All Users" list, they are not a member of the workspace. To send them files you must follow the directions for non-users below.
If the recipient is non-user, enter their email address in the Add Recipients field. If the address has been used before, the system will remember it. Like above, any user names or non-user email addresses that match what you have typed so far will appear in a list. Click an email address to auto-complete.
If you added a name or email address you didn't intend, click the "X" to the right of the name to remove.
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.
Message Subject and Message
If the Message Subject is left blank, the email notification will be sent with the subject, "File(s) Available on [Your Site Name] File Transfer Site". If you wish for the notification to arrive with a different subject, just enter that in the Message Subject field.
If you wish to include a custom message to the notification recipients, include that in the Message field.
Batch Upload via ZIP
If you aren't using Google's Chrome browser, you can still upload multiple files and folders by another method, using a ZIP archive.
Begin by creating a ZIP archive of the files and folders you wish to upload. If you aren't familiar with how to create a ZIP, follow the directions in this article.
Once your ZIP is created, click the Upload/Send Files button (do not drag the ZIP archive to the window). Click on the "Batch Upload via ZIP" link to the right of the "Upload/Send Files" heading at the top of the window. At this point you can either drag your ZIP file to the "Drag ZIP file here" window on the left, or click the "or browse and select a ZIP file" link.
Once you have your ZIP file selected you can add your preferences and notifications as you would with a single file (see above). NOTE: You cannot send files to non-users using this method, only users. This is due to the way the system must add them to the file system before making them available for download. If you wish to send files to non-users, finish uploading the ZIP file and then do a batch Send of all of the uploaded files.
When ready, click the blue Upload Files button. The system will upload the ZIP and extract it onto the site, retaining the file and folder structure that was in place when the ZIP was created.
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