Sharing files with other DataSync users

In order to share files with users who already have existing accounts on DataSync, i.e. active researchers who have logged in to the service, please follow the instructions below.

 

Please Note: Sharing External  Storage Folders 

The current DataSync version does not have External Storage (DataStore) folder sharing enabled by default so if the folder you are sharing is one connected from DataStore, you will have to enable sharing for External Storage. In order to enable this, please see the instructions here.

Screenshot showing Share icon for file/folder to be shared.

Sharing files with other DataSync users

  1. In the 'Files' area of the Web Interface, move your mouse to the file or folder you would like to share, and click on the 'Share' icon on the right-hand side of the file/folder row (next to the three dots - see screenshot above).
  2. In the box that appears (screenshot below), choose the 'Users and Groups' tab under the 'Sharing' tab and then begin typing the full name or the University Username (UUN) of the person with whom you wish to share the file in the'Share with users, groups or remote users...' field. NOTE: sharing with remote users via this method is not enabled on the University DataSync service. For sharing with users external to the University, please see Sharing files with users outwith the University.
  3. A drop-down menu should appear (showing only the UUN), allowing you to select the matching person from the list. PLEASE NOTE: if the person you wish to share the file with has never logged into DataSync, their UUN will not appear in the list. Please ask them to log into DataSync first and then try again.
  4. Once selected, the person's UUN will then be added to the list of people that can access this file.
Screenshot with sharing box for internal users

Further sharing options

Once the person's UUN has been selected, various other sharing preferences for them become available - see screenshot below.

Screenshot showing sharing options for internal users

 

Notify by email

Clicking the 'notify by email' tab sends a notification email to the user informing them that you have shared a file with them via DataSync.

Can share

This option is selected by default and allows the user to share the file that has been shared with them.

Can edit

This option is selected by default and allows the user to edit the file that has been shared with them, i.e. update it or delete it.

Pressing the drop-down arrow to the right of this option gives 3 further preferences allowing you to decide whether the user can create files (if a folder has been shared to them), change existing files or delete files. If the main Can edit option is deselected, the files will be in read-only mode for the chosen user.

 

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