Sharing Files and Folders
You can share files and folders with other Manual PrintSphere users (local sharing) or with Auto PrintSphere users (public sharing). Manual PrintSphere users have credentials to log on to the same PrintSphere service as you and can view files and folders in their space just like you. Auto PrintSphere users will receive a public internet link to the folder or file you are sharing. They have access to this location without logon credentials but they cannot view other items in the PrintSphere space.
A single asset can have local and public sharing.
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Share status
 | Shared: You are sharing the folder or file with another Manual PrintSphere user or group (black icon) | |
 | Shared: You are sharing the folder or file with a Manual PrintSphere or Auto PrintSphere user via a public link; this status is also used if both sharing methods are applied | |
| Followed by user profile photo: Another Manual PrintSphere user is sharing the folder of file with you | |
 | Not shared: Your folder or file is not shared with anyone (gray icon) |
Share files and folders with Manual PrintSphere users (local sharing)
Sharing with other Manual PrintSphere users is referred to as local sharing. You need to know the name of the person you will be sharing with. Manual PrintSphere users can be notified automatically when something has been shared with them.
1 In the Files list or grid, click the Share icon of the file or folder you want to share.
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The Share icon is gray if the item has not been shared yet. Otherwise it is black.
The Sharing tab is displayed in the inspector.
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2 Start typing the name of the user or group you want to share with. The Manual PrintSphere users and groups are displayed as you type.
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Typing a single character is enough to start the look-up for users or groups.
3 Select the name or group in the list or grid and press Enter or click the arrow.
The user or group is added to the list or grid with all sharing permissions selected by default. Click the three dots (...) to display the sharing permissions.
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The following sharing permissions can be set:
•Can edit: this check box controls the create, change and delete permissions simultaneously with a single click
•Can reshare: the selected share user can reshare the file or folder with other users
•Can create: share users can create new files and folders in your shared folder
•Can change: share users can upload a new version of a shared file and replace it, restore previous versions, edit the file name (rename), edit a TXT file
•Can delete: share users can delete shared files (see “Deleting files shared with you”)
• Note to recipient: Click this and enter your message to the remote user; then click the arrow to confirm. A comment balloon is displayed for the remote user in the top right corner of the menu bar. The note can also be read in the Sharing tab of the inspector. A note to recipient can only be seen by this remote user and not by other share users defined for the same item. This option is for one-off and one-way notes to the share user. Use the comments feature if you want to start a conversation with Manual PrintSphere users (see “Inspector Panel”).
The shared item now has the Shared status in your Files list or grid. If the shared item is a folder, the folder icon also indicates the Shared status.
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NOTE: If the folder or file is also shared using a public link, the share status is Public Link, not Shared. See “Share status”.
To see the names of the users or groups you are sharing the item with, click the Shared status again to open the Sharing tab in the inspector.
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You can use the Shares filter on the left to filter the list of folders and files and only display shared items. See “Files filters”.
How is the share user notified?
The user you shared the item with will see the shared folder or file appear in his PrintSphere space with your name as owner.
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Share users will receive an e-mail notification automatically if this option has been selected by the share user. See “Profile and Preferences”. You can also copy the link to the shared asset by clicking the Copy direct link button. This copies the link to your clipboard and you can paste the link in an e-mail to the share user. Of course, this share user will be requested to log in to PrintSphere to access the link.
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Share files and folders with Auto PrintSphere users (public sharing)
You can also share files and folders with people who, for example, do not belong to your organization and who are not registered with the PrintSphere service. You can send these Auto PrintSphere users a public link to a shared folder or file.
1 Hover over the file or folder in the Files list or grid and click Share.
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2 Click the New Share Link icon (+) to open the Sharing tab in the inspector where you decide what the remote user will see when he or she opens the public link to the PrintSphere page.
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The following sharing permissions control what the remote user will see when he or she opens the public link to the PrintSphere page. Select one of these permissions:
•Read only: The user can see the contents of the folder and download the files.
•Allow upload and editing: The user can edit the contents of the shared file or folder: move, copy, delete, upload and download files.
•File drop (upload only): The user only sees an upload page. Uploading is either by clicking a button to open the file manager and selecting files, or by dragging and dropping files from the file manager onto the PrintSphere page. The user cannot see any other files that may already be in the folder or files that other users upload in the meantime.
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Security options can be set in addition to the above sharing permissions:
•Hide download: The Download button is hidden on the page and the user can only view files.
•Password protect: Type a password that must be used to access the shared link.
•Set expiration date: Choose a date in the calendar after which the shared link can no longer be accessed.
•Note to recipient: Click this, enter a message to the remote user and click the arrow to confirm. The note is displayed in the top right corner of the PrintSphere page. The note only applies for the current share link and not for other share links defined for the same item. This option is for one-off and one-way notes to the remote user. You cannot start a conversation with Auto PrintSphere users.
•Delete share link: Click to delete the current share link from the list of share links you created for this file or folder.
•Add another link: Creates an additional link to the same file or folder on which you can set different permissions.
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3 Click the Copy Link button to copy the public link to your clipboard.
TIP: To test the public link you copied to the clipboard, paste the URL in your browser and press Enter.
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The file or folder can now be shared with any person who has access to the internet. For example, you can send an e-mail with the public URL, password and expiration date to a colleague outside your organization.
The shared item now has the Public Link status in your Files list or grid. If the shared item is a folder, the folder icon also indicates the Public Link status.
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Unsharing files and folders shared with others
You may want to stop sharing a folder or file with one or more of its share users.
1 Click the Shares filter in the left panel on the Files page to open the filter and then choose Shared with others.
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Now you can see which items you are sharing and the status of the share: local or public. If an item is shared with a Manual PrintSphere user (local), you can see the names of the users or the group. If an item has a public link, you may have sent this link to an Auto PrintSphere user.
2 Click any of the Share users (profile icons) or link icons to open the Sharing tab in the inspector.
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The Sharing tab in the inspector lists the share users and share links.
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3 Click the three dots (...) next to a user or link to display its sharing permissions.
4 Click Unshare to delete a share user. The shared item is no longer displayed in the share user’s space.
and/or
Click Delete share link to disable and stop sharing a public link. The URL is no longer public and cannot be accessed by remote users.
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