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Sharing folders

Contents

  1. 1 Folder sharing options
    1. 1.1 Share a whole folder
    2. 1.2 Share items within a folder
  2. 2 Share a folder
    1. 2.1 Sharing a folder from the My Folders page
      1. 2.1.1 Share a folder using the Folder Action Menu
      2. 2.1.2 Share a folder using the More actions menu in the Header
    2. 2.2 Sharing a folder from the Folder Details page
    3. 2.3 How to access a folder that's been shared with you
  3. 3 Sharing a sub-folder
    1. 3.1 Share a sub-folder from the sub-folder details page
    2. 3.2 Share a sub-folder from its Parent folder's details page
    3. 3.3 How to access a sub-folder that's been shared with you
  4. 4 Sharing folder items
    1. 4.1 Select a folder and choose specific items
    2. 4.2 Select proofs from the Folder Details page
    3. 4.3 How to access folder items that have been shared with you

Folder sharing options

There are two main options available in relation to sharing folders:

Share a whole folder

If you share a whole folder:

  • You CANNOT set roles for the people you are sharing the folder with
  • The recipient(s) will have READ ONLY access to all the items in the folder (existing and subsequently added items)
  • The recipient(s) will get ONE email containing a personal URL to the folder
  • The recipient(s) not get email notifications when new items are added to the folder.

Share items within a folder

If you share items within a folder:
  • You CAN set roles for the people you are sharing the folder items with
  • The level of access the recipient(s) has to the items is therefore dependant on the role set for them
  • The recipient(s) will get ONE email containing details of all the folder items that have been shared with them

Share a folder

Folders can be shared with colleagues, members and partners (but not contacts, i.e. people who do not have their own ProofHQ log in).

You can share a folder in the following ways:

When a folder is shared the recipient will automatically get an email containing a personal link to the folder. They simply need to click on the link and this will take them to the ProofHQ login page, once log in details have been entered they will be taken straight to the Folder Details page.

NB: If a folder has been shared with people and a new proof/version is being added to the folder, these people will appear automatically in the Share section of the New Proof/New Version Page. See New Proof Page and New Version Page.

You can also share items within a folder - See Sharing folder items

Sharing a folder from the My Folders page

You can share folders from the My Folders page in two ways:
To share a single folder:
  • Go to My folders
  • Click the arrow to the right of the relevant folder to open the Actions menu
  • Choose Share
  • The Share page will appear
  • In the What do you want to share section, Share the folder will automatically be selected (you can choose to share items in the folder instead of the whole folder here too - see Sharing folder items)
  • In the Share with section, add the people you want to share the folder with. Contacts, groups and partners will appear in the auto-complete field *
  • Click Save
* If you choose a group or partner from the auto-complete field, all contacts in that group or partner organisation will appear below. You can then delete any people you do not wish to share the folder with.



Share a folder using the More actions menu in the Header

To share one or more folders:
  • Go to My folders
  • Select the tick box of the relevant folder(s)
  • Open the More actions menu in the Header
  • Choose Share folders
  • The Share page will appear
  • Add the people you want to share the folder with. Contacts, groups and partners will appear in the auto-complete field *
  • Click Save
* If you choose a group or partner from the auto-complete field, all contacts in that group or partner organisation will appear below. You can then delete any people you do not wish to share the folder with.



Sharing a folder from the Folder Details page

To share a folder from the Folder Details page:
  • Go to the Folder Details page
  • Click the Share button at the top of the page
  • The Share page will appear
  • In the What do you want to share section, Share the folder will automatically be selected (you can choose to share items in the folder instead of the whole folder here too - see Sharing folder items)
  • In the Share with section, add the people you want to share the folder with. Contacts, groups and partners will appear in the auto-complete field *
  • Click Save
* If you choose a group or partner from the auto-complete field, all contacts in that group or partner organisation will appear below. You can then delete any people you do not wish to share the folder with.





How to access a folder that's been shared with you

When a folder has been shared with someone it will appear in the sidebar of their ProofHQ account under the name of the owner of the folder.

Also, when a folder is shared the person will automatically get an email containing a personal link to the folder. They simply need to click the link and this will take them to the ProofHQ login page. Once login details have been entered they will be taken straight to the Folder Details page.



Sharing a sub-folder

You can share a sub-folder:

Share a sub-folder from the sub-folder details page

To share a sub-folder from the sub-folder details page:
  • Go to sub-folder details page
  • Click the Share button at the top of the page
  • The Share page will appear
  • In the What do you want to share section, Share the folder will automatically be selected (you can choose to share items in the folder instead of the whole folder here too - see Sharing folder items)
  • In the Share with section, add the people you want to share the folder with. Contacts, groups and partners will appear in the auto-complete field *
  • Click Save
* If you choose a group or partner from the auto-complete field, all contacts in that group or partner organisation will appear below. You can then delete any people you do not wish to share the folder with


    Share a sub-folder from its Parent folder's details page

    To share a sub-folder from the Parent folder's details page:
    • Go to the Parent folder's details page
    • Scroll down to the Sub-folders section
    • Click the arrow to the right of the relevant sub-folder to open the Actions menu
    • Choose Share
    • The Share page will appear
    • In the What do you want to share section, Share the folder will automatically be selected (you can choose to share items in the folder instead of the whole folder here too - see Sharing folder items)
    • In the Share with section, add the people you want to share the folder with. Contacts, groups and partners will appear in the auto-complete field *
    • Click Save
    * If you choose a group or partner from the auto-complete field, all contacts in that group or partner organisation will appear below. You can then delete any people you do not wish to share the folder with



    How to access a sub-folder that's been shared with you

    When a sub-folder has been shared with someone it will appear in the sidebar of their ProofHQ account under the name of the owner of the folder. If the Parent folder, or items from it, have already been shared with the same person, the sub-folder will automatically appear under the Parent folder in the sidebar and within the Parent folder's details page.

    Also, when a sub-folder is shared the person will automatically get an email containing a personal link to the folder. They simply need to click on the link and this will take them to the ProofHQ login page, once log in details have been entered they will be taken straight to the Sub-folder details page.



    Sharing folder items

    Items in a folder (i.e. individual proofs and files) can be shared with anyone, including guests (i.e. people without their own ProofHQ login). You can share items in the following ways.
    NB: Any tags that have been applied to an item will also be visible to the recipient.

    Select a folder and choose specific items

    • Go to My folders
    • Choose to share the folder which contains the items you wish to share (See Share a folder)
    • The Share page will appear
    • In the What do you want to share section, Share the folder will automatically be selected. You must select Share items in the folder
    • All the items in the folder will appear and all will be selected (by default). You must unselect the tick box of any item(s) you do not wish to share
    • In the Share with section, add the people you want to share the items with. Contacts, groups and partners will appear in the auto-complete field *
    • Click Save
    * If you choose a group or partner from the auto-complete field, all contacts in that group or partner organisation will appear below. You can then delete any people you do not wish to share the items with.

    NB: When you add people to proofs in this way, you will see a description of the different roles available in the drop down menu.



    Select proofs from the Folder Details page


    You can also share complete folders - See Share a folder

    How to access folder items that have been shared with you