Manage Workspaces (Sub-admin)

This article is for users who are a Sub-admin on their FileTransfer.net site. If you are unsure of whether or not you're a Sub-admin, contact a site Admin by selecting "Help" in the upper-right corner of the site and looking under "Contact".

The Manage Workspaces Tab

Clicking the Manage Workspaces tab will display the workspaces you are a Sub-admin of. Rolling over the Actions menu to the right of any workspace will provide a list of actions that can be performed:

Edit allows you to edit the workspace information, users, permissions, etc. This can also be accomplished by clicking on the workspace name itself. See "Editing the Workspace" below for additional information.

Edit Workspace Users lets you set which users should have access to the workspace. When editing workspace users in this manner, pay attention to the warning on the page regarding previously joined users.

By choosing Email Workspace Users you can send an email to all users of the workspace, including all Admins (who belong to all workspaces by default). If you wish you can include a custom Subject line. Clicking "Send a copy to myself?" will CC the message to yourself.

Edit Permissions/Notifications allows you quickly edit the workspace's permissions and notifications without editing the whole workspace. See below for additional information about permissions and notifications.

Editing the Workspace

From the Manage Workspaces tab, selecting Edit from the Actions menu next to a workspace or clicking on the workspace name itself will bring you to the workspace edit screen. Here you can manage all aspects of the workspace, including editing its name, assigning users and defining overriding permissions.

PLEASE NOTE: After editing any aspects of the workspace on this page, you must click the blue Edit Workspace button at the bottom of the page to save the changes. Navigating away from the page before doing so will cause any changes you made to be lost.

Workspace Name

This allows you to change the name of the workspace. Please note the file naming restrictions listed next to the workspace name field.

Root Access for Non-Admins?

This allows you to grant or restrict access to the root (top) of the workspace for regular (non-Admin) users – the area you come to when you first click on the workspace name on the left in the Your Files tab. When access is restricted, a user must first go into a folder before they're allowed to upload files. Note that even if root access is restricted, Admins and Sub-admin may still upload files to the workspace root. Reasons for restricting access may include:

- If you have Restricted Folders in the workspace you may wish to disable access to the root so that someone doesn't inadvertently upload a file to the root where it could be seen by someone who shouldn't have access (who's restricted from a folder the file should have actually been uploaded to).

- Organizational purposes. Some companies prefer to organize their files within folders inside the workspace. By restricting access to the root, regular users are first forced to enter a folder before uploading a file, ensuring things aren't uploaded to the root and left unorganized.

By default, when new workspaces are created the "Allow non-admins to upload into and view the root of this workspace?" option is checked. To restrict root access, uncheck this option.

Override Permissions for this Workspace?

This area allows you to override the permissions settings for all regular (non-Admin) users of the workspace. For instance, you may wish for the users of this workspace to only be able to download files from this workspace and not upload, delete, etc., regardless of their user settings. Just click "Override permissions for all workspace users while in this workspace?", click the Download Files permission, and save the changes.

NOTE: If a user has custom permissions set for this workspace, those permission settings will override these. See Manage Users in the Sub-admin Guide.

Override Notifications for this Workspace?

Similar to Override Permissions, Override Notifications allows you to set notifications for all regular users belonging to this workspace. Just select "Override Upload Notifications..." and/or "Override Download Notifications..." and choose whether or not everyone should receive the notification and save the changes.

For instance, say you wanted everyone in the workspace to receive an upload notification whenever a file was uploaded to this workspace, regardless of their user settings. Check "Override Upload Notifications...", click the Yes radio button and Edit Workspace. Now, everyone will receive a notification when a file is uploaded to this workspace.

NOTE: If a user has custom notifications set for this workspace, those notification settings will override these. See Manage Users in the Sub-admin Guide.

Workspace Users

The right column of the page displays which users have access to this workspace. These users can be edited, removed, and/or other users added as needed.

To add users to the workspace, begin typing their name or username (or name of a group) in the "Start typing a user or group name" field. Users/groups matching what you have typed so far will appear in the list below the field – click a name to auto-complete and add to the list. Alternately, click "View All Users/Group" and select all of the users/groups you wish to be added to this workspace. Click Save Selection and Edit Workspace to save the changes.

To remove users from the workspace, click Remove under the user name. To remove multiple users at once, click the check box to the left of each user you wish to remove, then click the Batch Actions menu at the top of the user list and select "Remove Users".

To add custom settings to a user, click "Add Custom Settings" under the user's name. This will open window that will allow you to set custom permission and notification settings. Set the desired permission and notification settings this user should have for this workspace and click "Save Custom Settings". NOTE: These settings will only affect the permissions for this user while they are within this workspace, but will override any custom permissions set on the workspace itself (see "Override Notifications for this Workspace?" above). Permissions set here will not affect the user's base permissions, nor will it affect any other workspace the user belongs to. Custom settings can be added to multiple users at once by checking the box to the left of their names, clicking the Batch Actions menu and selecting "Add Custom Settings". Note that the permission and notification settings selected in the provided window will be applied to all users selected.

How a user's automatic upload/download notifications are set can be seen at a glance by looking at the icons to the right of the user's name. Each upload/download icon will either be off (gray) – indicating the user will not receive an automatic notification – or on (black), indicating they will. A quick-reference guide is provided by clicking "Show Notifications Key". By hovering over any icon, a tooltip window will appear showing where the setting for that notification has been made. In the example below, Susan James has upload notifications turn on (set in her Base Notification Settings) and download notifications turned off.