Secure file transfer - Quick share
If the secure file-sharing feature of
My files
has been enabled for your account, select Send a file
from your personal profile menu.
When using a tablet or iPad select the hamburger menu 
on the dashboard./
on the dashboard./This opens the slideout menu where you can
Send a file
.
Select
Send a file...
in the top right of the Dashboard (with the Received and Shared files options) to open the "Send a file..." option.
This option allows you to quickly and securely share a single file with one or more people, regardless of whether those people have Collaborate accounts. The system will send an email with a link to access the file.
Sharing a File via Quick Share
To share a file, select
Send a file...
Sharing a file in this way involves a two-step process:
Step 1: Select the File to Share
The "File" tab in the "Send a file" window is displayed by default. Click
Browse...
, then select a file to be shared, using the browser's built-in file browser. If you select a large file, the window will show the file upload progress.The file name, file type icon and file size will be shown.
note
Files will be scanned for viruses during upload.
Once the file has been fully uploaded, a green "Done" message appears.
To remove the file and stop sharing it, click the
X
.It is also possible to rename the file before it is shared, click
Rename
and edit the file name.Then select the check mark icon to rename the file or the
X
to revert the file name to its previous name.
After a file has been uploaded, click
Next
at the bottom of the page to continue.note
Alternatively, click Email at the top of the window
Step 2: Choose File Recipients
The window will now switch to the "Email" tab. Choose the recipient(s) for the email that allows access to the file and configure features for sharing the file. The "Email" tab is essentially identical to the "Email" tab displayed when sharing files from My files:
The user can complete or configure how the file will be shared in the following ways:
- Recipients- Select the recipient(s) for the notification email(s). If multiple recipients are listed, each one will receive a separate sharing email, instead of one email sent to all recipients (equivalent to 'bcc'). In the "To:" field, enter the recipients
There are three ways to add a recipient.
note
If the user has chosen to share a file or folder only with specified system users, then only other Collaborate users can be added as recipients.
- Start typing the name or email address of another Collaborate user and a list of matching users opens.
Select a user to add their name to the "To:" field.
note
Both the name and email address are shown in the suggested list for users with a Collaborate account; when a recipient is selected, only their name is shown.
- Enter the email address of a recipient who does not have a Collaborate account and is new to Quick Share.
- SelectEnter, the recipient's email address will be added to the field.
- If you've previously shared content with this person, select their email address to add it.
- Add any additional people you'd like to share content with.
- SelectXto remove a person from the list.
- Add the Email Subject- By default, the subject line of the email will simply read 'Username shared "File/folder name" with you':
- Add a Custom Message- Add a message that will be included in the body of the email, along with other information that will be included by default
- Access Level- Choose to share with anyone with the link or specific people, or to require registration.
By default, the file or folder can be shared with anyone with access to the link, regardless of whether the recipient has an account in Collaborate.
note
If a Collaborate user is the recipient of such a file, that Collaborate user will NOT be required to log in.
Access to a file or folder can be restricted to other Collaborate users, in which case the recipient must first log in to access the file or folder. Use the "Recipients must register option" to ensure that a recipient must log in to access the file or folder. Click here for more information about "Recipients must be registered to access the link".
note
If non-Collaborate users have already been listed as recipients and this setting is switched from "Can be accessed by anyone who has the link" to "Restrict access to specified system users below", non-Collaborate users will be removed from the list of recipients.
- Permissions- Choose to allow downloads or to restrict the file to view only.
caution
This setting does not apply when sharing folders. Folders can only be shared by giving full download rights to the people with whom the folder, and ALL of its contents, have been shared.
note
For file types that cannot be previewed, like videos, if "download only" is selected and "Send" is clicked, a prompt will be provided:
Select
OK
to give the recipients full download rights to the file. Because such files cannot be previewed, there is no other option than to share the file with full download rights.- Link Expires- Select how long the sharing period will be. The default is "Never", but the other choices are "2 days", "7 days", "30 days" and "Custom":
note
Files and folders shared via
My files
will NOT automatically be deleted when the sharing period expires.Choose the Custom option to select a specific date to stop sharing the file or folder.
After all of the fields have been completed, select
Send
to share the file or folder and send a separate email to each recipient.The system will process the information, after which a confirmation message will appear at the top of the page.
Email sent successfully
A window confirms the message has been sent.
Auditing and Managing Previously Shared Files
Files that have been shared can be audited and managed. Please see this page for more information.
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