Administrators have centralized capabilities to manage and share all folders included as a part of their Syncplicity account.
To configure how folders are used, perform the following steps:
- Log in as an administrator.
- Select Admin → Folders.
TIP: If there is a long list of folders, enter a full or partial folder name in the filter field. To refine the filter, enter a full or partial name of an owner. You must press Enter or click the search icon to initiate the search. - Click a folder name to view or edit its settings.
Change folder access to SyncDrive
In the Manage tab, if you select "Allow SyncDrive access from desktop", all participants of the selected folder will only have access to this folder from their SyncDrive. This folder will no longer sync to their current desktop location; therefore, this action can impact current participants, as well as any unsynced changes.
To change the access of this folder, select the option to Allow SynDrive access from desktop → Yes → YES, CHANGE TO SYNCDRIVE.
Controls at individual level for sharing folders
Global or Support administrators can control which participants are allowed to re-share a specific folder .
In the Folders section of the Syncplicity Admin functionality, In the Manage tab below the list of participants, you can select one of two options under the title "Sharing to others":
- Allow everyone
- Restrict sharing
Select the Restrict sharing option to selectively choose the participants that are allowed to share the folder.
Email notifications
If you select the "Notify owner when people are added" option, when users re-share the folder, you will be sent an email informing you who shared your folder and with whom. A copy of their message to each other will also be in the email notification to you.
You can change the owner of the folder by clicking on the change link next to the owner's name near the top.
You can change the permission for each of the shared folders to one of the following. Make sure to click Save to apply your changes.
- Editor: User or group has read/write access.
- Reader: User or group has read access only.
- None: User or group cannot access the folder.
You can use the remove link to remove any user or group from accessing a shared folder; however, only the owner can remove all users and groups from the shared folder list.
You can also manage folders for a specific user, as described in Manage folder permissions.
All changes made to folders can also be audited using reports. You can run an audit report on particular folders to get details on the various actions users have performed on a specific folder. Refer to About Syncplicity reports for details on this report.
Folder sharing policy
At the Policy level, IT administrators can selectively control whether folders can be shared with users external to the company or not. Additional safeguards can also be set to ensure that external users cannot re-share folders or invite other users to view the folders.
On the Policy page, select the Security policy. Below the panel, there are two options under the title Folder Sharing Policy:
- Company users can share folders with users outside of the organization.
- Company users can only share folders with each other.
If you select the option to allow company users to share folders with users outside the organization, you will have to select one of two options under the title External User Add Sharing Participants Policy:
- Allow external users to view participants and invite new participants to share folders
- Do not allow external users to view participants and invite new participants to share company-owned folders.
When you select the second option to not allow external users to share company-owned folders, any attempt to select such a user to re-share a folder results in the system displaying a tool-tip type of message stating "Not permitted to share externally".
This function will not be allowed even if the owner selects the option to allow everyone on their list to share the folder.
Folder retention
If a global Active Files Retention policy is set up, you can specify different retention policies for each of your root folders. If not, the Retention tab is not displayed.
From the Retention tab, you can choose to:
- Use the global setting or override it.
- Choose to retain the files forever.
- Delete those files that have not been modified for a specific length of time. Time can be specified as months or years.
- Permanently expunge the files when deleting the files; otherwise, the files can be viewed as deleted files and restored.