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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.

Select Share
.

Enter the user name or user group name.

If you select a user group, all users in that group receive access to the folder.

Select View
or Edit
permissions.

Select Share
to save your changes.

Folder link

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:

Locate the folder in the My Files
dashboard.

Open the More
menu.

Select Folder Link
.

Open the link directly or copy it for sharing.

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My Files: Archive Folders

Creating new folders

Create a parent folder

Share a folder during creation

Create a subfolder

Editing folders

Bulk edit

Individual folder edit

Folder views

Files

Messages

Requests

Move items to a folder

Share folders internally

Folder link

This article applies to: