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This article applies to:

  • Product: safesend
  • Subject: Documents
  • Audiences: Staff

My Files: Archive Folders

Learn how archive folders organize files, manage retention, support sharing, and store messages, requests, and uploaded documents.
Archive folders work like folders in a standard email service and help organize received files and messages. You can also assign custom retention periods to control how long items remain in specific folders.

Creating new folders

You can create a folder structure to organize files by using parent folders and subfolders.
note
  • Folders can contain either subfolders or files, but not both.
  • Retention periods determine when an item is automatically deleted.

Create a parent folder

  • Select
    Add Folder
    .
  • Enter a folder name.
  • Select a folder type:
    • Private
      : Only the signed-in user can access the folder.
    • Shared
      : The signed-in user and selected users can access the folder.
  • Select a retention period.
    • Files placed in the folder inherit the same retention period.
    • The retention period can't be increased.
  • Optionally enter a description.
  • Turn on notifications to receive alerts when files are uploaded.
  • Select
    Create
     or
    Next
     to save the folder.

Share a folder during creation

If you create a shared folder, you can assign access after the folder settings are entered.
  • Enter the user names to share the folder with.
  • Select permissions for each user:
    • View
      : Users can download files from the folder.
    • Edit
      : Users can move, download, edit, and delete folder contents.
  • Select
    Share
     to save your changes.

Create a subfolder

  • Select the parent folder from the
    My Files
     dashboard.
  • Select
    Add Folder
    .
  • Enter the folder information.
  • Turn on notifications if needed.
  • Select
    Create
    .

Editing folders

After folders are created, you can manage them from the
My Files
 section.

Bulk edit

Select one or more folders to perform actions such as moving, deleting, or changing retention periods.
  • Search
    for folder and subfolder names.
  • Select the folders to edit.
    • You can't edit folders you don’t own.
  • Move
    selected folders.
  • Change the retention period for selected folders.
  • Delete
    selected folders.

Individual folder edit

When you hover over a folder on the dashboard, you can access folder-specific actions.
  • Rename
    the folder.
  • Share the folder with users who need to view or edit access.
  • Open additional options by selecting
    More
    .
  • Change notification settings.
  • Upload
    the files to the folder.
  • View
    or
    copy
    the folder link.
  • Move
    subfolders.
  • Delete
    the folder.

Folder views

Folders that contain content can display files, messages, or document requests.

Files

  • View
    files uploaded or moved into the folder.
  • Search
    by file name, subject, or sender.
  • Filter
    displayed files.
  • Sort
    by column heading.
  • Download individual files.
  • Select one or more files for bulk actions.
  • Download selected files.
  • Move
    selected files.
    • Only files uploaded directly to the folder can be moved.
    • Files in messages or document request lists can't be moved from this view.
  • Delete
    selected files.

Messages

The
Message
 view shows messages moved to the folder.
  • This view includes many of the same options as the Inbox
  • Quick Reply
     isn't available in this view.

Requests

The
Request
 view shows document requests moved to the folder.
  • This view includes many of the same options as the
    Request Documents
     section.
  • Send Reminder
     isn't available because only completed requests can be moved to folders.

Move items to a folder

Items in Inbox and Request Documents can be moved to an existing folder. If the folder retention period is shorter than the item's retention period, a warning appears.
You can move items to any folder you created or any folder where you have edit permission.
  • Select the item to move.
  • Select
    Move To
    .
  • Select the destination folder.
  • Select
    OK
    .

Share folders internally

You can share folders with other users in the firm to support collaboration and internal document sharing.
note
View
 permission lets users view messages and download attachments.
Edit
 permission lets users reply to messages, forward messages, delete messages, and create, edit, delete, or change retention for subfolders.
  1. Select
    Share
    .
  2. Enter the user name or user group name.
    • If you select a user group, all users in that group receive access to the folder.
  3. Select
    View
     or
    Edit
     permissions.
  4. Select
    Share
     to save your changes.
Each folder has a link that you can share with users or clients.
note
  • The link lets you upload directly to the folder.
  • The link works like a company or personal drop-off link.
  • The default user is the folder owner.
To retrieve a folder link:
  1. Locate the folder in the
    My Files
     dashboard.
  2. Open the
    More
     menu.
  3. Select
    Folder Link
    .
  4. Open the link directly or copy it for sharing.

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