A major feature of Workplace Files is the ability to share folders with coworkers and guest users. Our two-way folder sharing brings the senders and the recipients to one platform, the Workplace Web app.
This is a huge benefit, especially for Advisors whose very existence can rely on this type of folder-sharing workflow. Sharing is secure because the data is always encrypted during transit.
Sharing folders gives each user control over their own folders and the files stored in them. The user can decide who's allowed into their folder, who should be removed, and what these collaborators can do with their files inside of that folder. Users may invite both co-workers and external guest users to join and collaborate in a folder.
Let's see how it works!
When we navigate to the Files section in the Workplace Web App, we can either select an existing folder or create a new folder that I want to share.
We're going to click on New, and then click on Folder.
We'll name the folder Chicago Event_Team Docs.
Click "create and go to folder."
Now We'll select our new folder because we want to add a new document to this folder.
We're going to upload an agenda to share with the team for an upcoming event we have. we can click and drag a file from our local computer right into the shared folder.
Besides uploading to the folder, Workplace also allows me to copy a file in the Web app, from one folder to another. We're also going to copy the Event expense report from our Expense Reports folder to the new Chicago folder by going back to Files, clicking on the Expense Report Templates folder.
We'll right-click the Expense Report Template file and select Copy To. In the Folder list, we can choose our Chicago Event folder, and then click Copy at the bottom.
Returning to our Chicago folder, We'll right-click on the expense report file and select Rename. Here we can specify which Event this is for.
Ok! Now We're ready to share this folder with the team!
We'll click on Files to get to the Folder list, and hover our mouse to the right of the name to see the the Sharing button.
We'll click on the Sharing button to open the sharing window. For now, We'll add co-workers from our organization.
As an owner of the folder, you can add and remove collaborators, change their permissions, upgrade them to co-owner, edit, upload, and download files, and delete the shared folder.
Here are the permissions I would select for my collaborators:
Viewing simply means previewing the document within the workplace web app, or downloading the file to your local drive.
In addition to viewing and downloading files, Editing allows the collaborators to upload files to the share folder.
As a co-owner, a collaborator can add and remove invitees, and modify the contents of the folder. You can do everything an owner can, except for deleting a folder, removing the owner, and adding co-owners.
I’m going to choose Editor.
We can also include a message while sharing.
Remember: you haven't shared the folder until you click the Share Folder button at the bottom of the window.
Workplace will send an email notification to alert collaborators. Collaborators can simply click on the folder icon in the email and will be redirected to that folder in the Workplace Web app. And, when a change occurs within the folder, the owner and co-owners will get an email notification.
To check or modify the sharing status of a folder, you'll see the status underneath the name of the folder, or you can click on Sharing on that line item, where you can:
Check the status of invitations, Pending or accepted, cancel invites and remove collaborators, and get a quick overview of the collaborators in the folder and their permissions
As an owner, you have flexibility within your shared folder. For instance, if you have a co-worker who has Editing permission so that they can upload files to the shared folder, you can always switch them to Viewer if you've received what you need and no longer wish for them to upload files. You can, of course, remove them altogether from the shared folder once you have received their documents, or add others to the folder with Viewing, Editing or Co-owner status.
In the next Module of the Workplace GA 103 course, we're going to create and share a folder for Guest Users.