21.2 Managing Sharing, License Terms, and Comments

For users to be able to share files and folders in Filr, they must be enabled directly or as a group member through this dialog.

Path: Port 8443 Filr Admin Console System > Share and Comment Settings

Table 21-2 Using the Share and Comment Settings dialog

Field, Option, or Button

Information and/or Action

Share and Comment Settings dialog

 

Rights tab

For a graphical explanation of the settings in this tab, see The Rights Tab Controls All Filr Sharing.

  • Allow all users to share with groups that have been imported from LDAP

  • If you select this option, groups that were imported from the LDAP directory are displayed in the Share with field when users are sharing an item.

    All users in the LDAP group then have access to the item that was shared.

  • User or Group:

IMPORTANT:For users or groups to share items in Filr, they must be listed here.

  • User/Group List

    • Name

    • Rights

    • Type

  • This lists the users and groups that are granted rights to share files and folders in Filr.

  • Users that are listed individually and also as members of groups have all of the rights that are granted in their applicable listings.

  • Share Expiry Settings

    • Allow shares to Never expire

  • By default, Allow shares to Never expire check box is enabled.

  • When this option is disabled, the Never option is not displayed for a user.

  • Share expiry is a zone-specific setting.

  • Already shared files with Never Expire will continue to be the same even after it is disabled. When a user edits, modifies such shares or sends out a notification on that shared file/folder, expiry for those shares is defaulted to 30 days.

  • To remove the never expire for the already shared files, the administrator can choose to run the database script to mark all shares with never expire to a predetermined expiry date. For scripts, see Setting Expiry for Shares with Neverin Filr 4.3: Maintenance Best Practices Guide

Grant Share Rights dialog

  • Re-share items

  • When users share a file or folder, they can give the users they are sharing with the ability to re-share the file or folder.

    IMPORTANT:Exercise caution here because even a user's access rights to an item are removed, that does not remove the access rights of the user with whom the item was re-shared.

  • Share with internal users

  • Lets users share items with internal users.

  • Share with “All Internal Users” group

  • Lets users perform a mass share to all internal users by sharing with the All Internal Users group.

  • Share with External Users

  • Lets users share items with users external to the organization through the external users’ email addresses.

  • Email notifications include a link to the shared item. Users can then log in to the Filr site and self provision.

  • Share with the Public

  • Lets users make items publicly available. Anyone with the URL to the Filr site can access the Public folder and see the item along with everything else in the folder.

    Public access requires that you enable Guest access to the Filr site. For information about how to enable Guest access to the Filr site, see Web Browser Access—Default Settings

  • Share using File Link

  • Lets users share a link to a file in Filr.

    Any user with the link can then access the file.

    The file is not displayed in the Public area, so users must have direct access to the link in order to access the file.

    Users can share a link of the Filr file even with email addresses that are listed in the Blacklist field.

Whitelist / Blacklist tab

 

Mode

 

  • No restrictions

  • Lists are ignored and users can share with any email address.

  • Whitelist

  • Allows sharing only with email addresses and domains that have been specified in the Email addresses and Domains fields.

  • Blacklist

  • Disallows sharing with any email addresses and domains that have been specified in the Email addresses and Domains fields.

  • Users with Share using File Link rights can share links of Filr files even with email addresses listed in the Blacklist field.

  • Email addresses list

  • Use the Add and Delete buttons to add and remove email addresses from the list.

  • Domains list

  • Use the Add and Delete buttons to add and remove domains (such as yahoo.com) from the list.

  • Delete shares that don’t meet the criteria

  • Select this option to delete all existing shares in the Filr system that do not match the criteria you set.

    For example, if you selected Blacklist and then specified yahoo.com in the Domains field, selecting this option would delete all Filr shares made to Yahoo email addresses.

External Users Licensing Terms tab

 

  • Display Terms and Conditions

  • Enable this tab so that the external users who access the Filr site after receiving an email invitation accept the terms and conditions that you specify in the field provided before being granted access.

    The text entered here must be HTML formatted in order to display correctly.

    IMPORTANT:This does not apply to Guest (Public) access.

Comment Settings tab

 

  • Allow Commenting on Files

  • Disabling this option prevents all users from logging comments in Filr.

  • You can also disable commenting for only Guest (Public) users. See Guest access is read only.

OK button

  • Click this to save your changes.

Cancel button

  • Click this to cancel the changes you have made.

File Request Settings tab

 

  • Allow users to request for files

  • Allows you to request files from other users. The user to whom you send the file request receives an email with an upload request link pointing to the location where you want the file to be uploaded.

OK button

  • Click this to save your changes.

Cancel button

  • Click this to cancel the changes you have made.

21.2.1 The Rights Tab Controls All Filr Sharing

To use Filr sharing, users must listed here, either individually or as a member of a group.