Using DeskNow you can share files with other users very easily. Sharing files instead of sending them as email attachments has many advantages:
every user has always access to the latest copy of the file, there is no risk of forgetting to include someone in the email
there is always one and only version of the file, the most up to date. There is no risk of having different people looking at or working on older version
if some new user becomes part of the team, he can immediately access all the documentation, without having to spend time collecting documents from other users
Using DeskNow you can share entire folders with other users, so that you and they can access all the files in the folder, upload new files, create new folders, and so on.
Shared folders are displayed using the share icon:
Tip: when you share a file folder, DeskNow automatically publishes it on the web as well. See DeskNow DirectFiles for more details
You and other users (if the folder is not read-only) can lock a shared file so that you can prevent others to change it while you are editing it - this prevents ending up with two different versions of the file.
To share a file folder:
from the Files menu, navigate to the folder that you want to share
click on Folder / Properties & sharing in the page menu
click on New share
select a name for the share; this can be the same name as the folder, or something that can be more meaningful to the other users; other users will know the folder by its share name
click the Next button
check what users / communities/ user groups you want to grant the read and write permissions to. You can also use the Quick add button to grant multiple permissions faster.
if you give the read permission to Public, the folder will be published on the web using DirectFiles, and it will be accessible to everyone, without the need of an account or password
if you give the read permission to Password then the folder will be published on the web using DirectFiles, and visitors will need to authenticate using the username 'guest' and the password that you specify in order to access the folder
note that no matter what other permissions they have, users that do not have read permission will never be able to perform any other operation
if you enable access with a Password , every user that knows the password that you choose will be able to create a link to your folder
When finished, click on Ok to create the share
Tip: only the administrator of your domain can create user groups. Contact the administrator if you believe a new user group would be useful
Unless you are the DeskNow Administrator, the share that you create will not automatically appear as a new folder in other users' account. This is because maybe they do not want to access your share.
If other users want to access your share, and they are authorized to, they need to create a link to that share. The equivalent in the Windows world is to "map a network drive". See accessing shared folders.
For the Administrator: when you share a folder to Public or to all the users of your domain, all users will automatically see the folder, without having to create the link. This is the preferred way to create a company-wide shared folder. If you share a folder to selected users/communities/groups, the selected users will automatically see the folder. In any case, users will need to re-login or click Reload on their menu to see the new folder. When installed, DeskNow automatically creates a folder called Group documents shared to all users, with write permissions (you can change or delete it).
If you are the manager of a community and explicitly share a folder to users of your community (or your entire community), the selected users will automatically see the shared folder.
From the Properties & sharing page of the shared folder, click on the name of the share that you want to edit.
From the Properties & sharing page of the shared folder, click on the Delete link next to the share that you want to remove.
When you share a folder with other users, you remain the owner of the folder. This means that if a user uploads a file to the folder, your disk usage will increase, rather than the other user's.