Axcient Help Center

How to Create a New Team Share
How to Create a New Team Share

In addition to working with standard files and folders, end users can work together in shared spaces called Team Shares. Using Team Shares, groups of users—called subscribers—can collaborate on shared content in one central area. Team Shares can only be configured for users in your organization; guest accounts cannot be added to Team Shares.

End users can create their own Team Shares; alternatively, administrators can create Team Shares for end users. For example, you might create separate Team Shares for each department, or for project teams.

File Locking Feature

To prevent Team Share subscribers from accessing and editing the same file at the same time, you can optionally turn on the File Locking feature, which allows end users to lock files and folders before they begin making changes. For more information on File Locking, please reference the Managing File Locking and Collisions section of the Guide.

Permissions

To support the collaboration process, subscribers can be assigned to roles that control their access rights within the Team Share. Roles can be assigned at the Group level, or to individual user accounts.

Roles

The following roles can be assigned to each account or Group subscribed to the Team Share:

  • The Co-Owner has total control over content. This role is the best option for administrators.

  • The Collaborator (default role) has the ability to seamlessly work with others by creating share links and modifying all content locally and on the web. This role is the best option for team leaders and project managers.

  • The Editor is similar to the Collaborator, but without the ability to generate share links. This role is the best option for individual contributors who need to collaborate or modify content locally and on the web.

  • The Web Editor is similar to the Editor, but without the ability to download or sync content locally. Web Editors can edit the content within the Collaborative Web Editor only. This role is the best option for users who need to collaborate with guests outside of the organization.

  • The Viewer is a restricted role, only giving users the ability to view content. This role is the best option for individual contributors who need to view content locally or on the web, but who do not need to edit content.

  • The Previewer is a restricted role, only giving users the ability to preview content in the web portal. This role is the best option for publishing content externally to the public on the web.

  • The Uploader is a restricted role, only giving users the ability to view folder structures (not files) and upload files and folders on the web. This role is the best option for securely requesting content from external parties.

PermissionRoles.png

The following table provides a description of each permission type.

Item (File or Folder)

Owner:

Can change the permission of the file or folder

Trim:

Can trim revisions (delete revisions) of the file or folder

Purge:

Can permanently purge the file or folder

Delete:

Can delete the file or folder

Share:

Can create a share link to the file or folder

Sync:

Can download and sync the file or folder (and folder contents) to devices

File

View:

Can preview file contents (cannot download or print)

Print:

Can print

Read:

Can download and sync the file to devices

Write:

Can modify the file

Web Edit:

Can modify the file on the web only

Folder

List:

Can view the list of contents within a folder (does not imply any access to listed files)

Create:

Can create a folder or file within this folder

Delete:

Can delete a folder of file within this folder

Permissions and Windows ACL Settings

Please note that permission roles are enforced based on a user’s ACL settings, which ensures the best possible user experience. If you have configured custom ACL permissions for files and folders in a Team Share, permission roles will be updated by x360Sync's desktop client to align them with the user's assigned role.

Planning for Team Shares

Before you create Team Shares, it is a best practice to carefully consider how content should be organized and accessed within the system. On one hand, you should consider how groups of users work and collaborate within an organization (through departments, project teams, and so forth). On the other hand, you should also consider the type of content contained in Team Shares.

Content that is contained in Team Shares will sync (and therefore, download) to each subscriber’s connected device. If Team Share content does not need to be accessed from each device, you can set subscription rules to help reduce storage and bandwidth requirements.

You can select from multiple subscription rule options.

  • Web and Mobile—this setting allows Team Share subscribers to access Team Share content from only the web portal and any registered mobile device.

  • WebDAV—this setting allows Team Share subscribers to access Team Share content from the WebDAV interface (a mapped drive connection).

  • Future Machines—this setting allows Team Share subscribers to access Team Share content from all future devices, including the desktop client.

    NewTeamSharePage2.gif

To create a new Team Share:

  1. In the Organization navigation menu, select the organization in which you want to create the new Team Share. The selected organization displays.

  2. Click the Shares tab. The Team Shares page displays, listing existing Team Shares, if any.

  3. In the Team Shares page, click the Create Team Share button.

    newteamshare.gif

    The Team Share Settings section of the page displays.

    NewTeamSharePage.png
  4. In the Team Share Settings section of the page, configure the Team Share settings, including:

    1. In the Team Share Name field, type a descriptive name for the Team Share so that it can be easily recognized by subscribers.

    2. Select the Auto Lock checkbox to enable to the auto locking feature for Microsoft files.

    3. Select the Allow Subscription Notices via Email checkbox to send email notices when a new subscriber has been added to the Team Share.

    4. In the Description field, type a description of the Team Share. This field is useful for keeping track of information about the Team Share, such as a list of departments that have been subscribed, or how the Team Share is being utilized.

    5. In the Subscribers box, select the users or Groups who will have access to the Team Share. End users who have been created for this organization will appear in the Subscribers box.

      1. Optionally, click to expand a username; you will see a list of machines associated with the user account.

        NewTeamSharePage2.gif

        Using the checkboxes, you can specify how the user account can (or cannot) access the Team Share.

        1. Click the Web and Mobile checkbox to allow the user to access the Team Share from the web portal and any connected mobile device.

        2. Click the WebDAV checkbox to allow the user to access the Team Share from the WebDAV interface (a mapped drive connection).

        3. Click the Future Machines checkbox to allow the user to access the Team Share from all future devices.

          Note: This option affects whether or not a Team Share can be downloaded to a local machine. If the Future Machines setting is selected, and the user later registers a desktop client on his or her local machine, then the machine name will appear under this section with a checkmark after it is registered. In this instance, the Team Share will download and appear within user's local Synced Folder after the registration process is complete.

          If the Future Machines setting is unchecked, and the user later registers a desktop client on his or her local machine, then the local machine name will still appear under this section after it is registered, but without a checkmark. In this instance, the Team Share will not download or appear within the user's local Synced Folder.

        4. Click the <Machine Name> checkbox to allow the user to access the Team Share from his or her desktop client (local machine). This option will only display after the user registers a desktop client on his or her local machine.

        5. Click the checkbox next to the user account name to allow the user to access the Team Share from the web portal, WebDAV, and any connected (or future) device.

          Note: When all access methods are manually checked, this checkbox will automatically appear as selected. If at least one of the access methods is not selected, the checkbox will appear as a green square.

    6. After each group and account has been selected, use the Permission column to assign a role at the Group or Account level.

      1. By default, each selected subscriber is assigned the Collaborator permission. Click the Collaborator button to edit the user's permission.

        ClickCollaborator.png
      2. Select the appropriate role for the user. For a description of each role, please reference the table above.

        ManageTeamShare.png
      3. After permissions are set, you can optionally view all roles assigned to the user. For a complete listing of roles, click the Effective Permissions button.

    7. Optionally, you can also invite outside users to subscribe to this Team Share. These cross-organization subscribers must have an existing account in the system. Enter the email address of the registered user account and click the Add button. You can then use the Permissions column to set specific permissions for each of the invited subscribers.

      This option is useful when end users in the same system, but in unrelated organizations, need to collaborate on the same files and folders.

      NewTeamSharePage4.gif

      When you click the Save button to create the Team Share, the users who were added in the Invite Subscribers box will receive an email notification with a link to accept or decline the Team Share invitation.

      InvitedSubscriberEmail.png

      The invited subscribers will also see a notification in the Shares tab when they log into the web portal. When they click the Shares tab, they can review a list of outstanding Team Share invitations and accept or decline as appropriate.

      InvitedSubscriberTeamSharePage.png

      If the subscriber accepts the invitation, you will be able to manage his or her connected devices in the Team Share page.