Share a folder or document from JarvisDrive (Nextcloud)

Share a folder or document from JarvisDrive (Nextcloud)

Thanks to theJarvisDrive, you can share 100% secure and with a large granularity of access rights the documents you want.


1. 1. Define the elements to share

Appointment in yourJarvisDrivethe location of the directory or file to share.

You can share (your choice):
  • directories of Client Records in their entirety
  • of thesubdirectorieswithout sharing all the elements of the Client File directory
  • specific files without sharing the rest of the relevant directory

2. Open the sharing center

No matter what type of items you want to share you can open the Sharing Center in theJarvisDrive:
  1. Either by clicking on thepictogramto the right of the directory or file to share



  2. Either:

    1. By clicking on thebuttonto the right of the directory or file to share

    2. By clicking on"Details"
      â†' it will open a panel to the right of the page



    3. By clicking on the"Sharing" tabin the panel that opened



Attention:

  • If you click on the pictogramin front of the directory of a Customer File, you share the fullness of its content.
  • If you click on the pictogramin front of a simple repertoire, only this directory is shared.
  • Same, for sharing a single file: only the file is shared if you click on the pictogramin front of the file in question.

3. Choose the recipients and set the rights

It is possible to share directories and files:
  1. With other Jarvis users in your company;
  2. With people who do not have a Jarvis account, within the company or not.
Note: You can share a file or directory with as many people as you want.
Depending on the recipient, the sharing method is not the same:
  1. Sharing to a Jarvis user of the company: sharing is done:
    1. Either via the Sharing Centrewith the name of the user,
    2. Either, if the sharing concerns the directory of a Customer File,directly in the Customer File.

  2. Sharing with a person who does not have a Jarvis account: sharing is done:
    1. Either with aemail address,
    2. Either with apublic link,
    3. Either viathe Customer Portal.

Please note: Spaces for viewing shared elements are accessible via secure URLs (URL https://...).

Method 1: Share to another Jarvis user in the company

You can decide toshare a directory or file to other Jarvis users within the company, either via the Sharing Center (for example, for a simple directory or a given file), or directly via a Client File if the sharing concerns the completeness of the directory associated with this File.


Attention: if you want to share a directory or file to a Jarvis user of another company these methods will not work: you will have to use sharing via the email address, via the public link or via the Customer Portal.

Method 2: Share with email address


Once in the Directory or File Sharing Center:
  1. In the field "Name or email address..." enteremail address or email addressespeople with whom you want to share the element.

    Note: if you fill in the login email address of another Jarvis user of the company, the tool will recognize it and offer it to you.



  2. Validate the sharing(the recipient will receive aemail information):
    1. Either by clicking on the entry that appears below the field,
    2. Either by pressing the Intré key on your keyboard,
    3. Either by clicking on the arrow to the right of the field.



  3. Set rightsthat the recipient will have on the directory or file:

    1. "Can publish": Allows you to indicate if the recipient canto reverse(upload) or not items in the shared directory.



      In default, whether or not the box is checked, the recipient can download shared files to their computer.

      View of the access page to shared items for the recipient:


      If the box is checked a buttonappears to allow it to add content.

      View of the access page to shared items for the recipient:



    2. By clicking on thebuttonmore options for sharing are proposed:



      1. Dismissed of file(spill only)

        This only applies to directory shares if the "Can edit" option is checked.

        The recipient of the share will not see the contents of the directory shared: they can only add elements to it. These added items will then be available to Jarvis users who have access to the directory in question.

        We recommend that you do not use this feature directly on the overall directory of a Client File, but rather on a subdirectory (for example, by creating a "Customer Provided" subdirectory dedicated to this sharing).

        View of the access page to shared items for the recipient:



      2. Protect with a password

        By selecting this option a line appears with a field allowing you to enter a password.



        In the "Choose password for sharing" field, type the password you want to set up and then press the "Enter" key on your keyboard.

        The recipient of the share will receive an emailautomatic informing him of the password that has been set.

        View of the access page to shared items for the recipient:


      3. Specify an expiry date

        By selecting this option a row appears with a field allowing you to choose the expiration date of the share. Once the date is reached the share will be automatically turned off.



      4. Note to recipient
        By selecting this option a row appears with a field allowing you to type a note that will be visible to the recipient on the sharing page when they click on the bubble at the top right of the shared items access page.

        Type the text and then press the arrow to the right of the field to confirm that the note is sent to the recipient of the share.



        View of the access page to shared items for the recipient:


      5. Don't share

        By selecting this option you immediately terminate the sharing of the file or directory to the relevant recipient.

Method 3: Sharing with a Public Link

Uonce in the Directory or File Sharing Center:
  1. Check thecase "Activate"on the "Share by link public"



  2. Set the rights the recipient will have to the directory or file by clicking on thebutton



    1. Copy the URL address

      The sharing link is copied to your clipboard; you can then paste it for example in an email that you will send to your recipient so that there is access.

    2. Reading only

      The person receiving the share will be able to view the file or content of the directory, download the items contained in it, but will not be able to upload new items.

      View of the access page to shared items for the recipient:


    3. Allow sending and editing
      The person receiving the sharing will be able to view shared items but also download and upload them new elements.

      View of the access page to shared items for the recipient:


    4. File deposit (overly only)

      This only concerns the shares of directories.

      The recipient of the share will not see the contents of the directory shared: they will only be able to add items to it. These elements will then be available to Jarvis users who have access to the directory in question.

      We recommend that you do not use this feature directly on the overall directory of a Client File, but rather on a subdirectory (for example, by creating a "Customer Provided" subdirectory dedicated to this sharing).

      View of the access page to shared items for the recipient:

    5. Protect with a password

      By selecting this option a line will appear with a field allowing you to enter a password of your choice.



      In the "Choose password for sharing" field, type the password you want to set up and then press the "Enter" key on your keyboard.

      The password you have chosen should then be communicated to the recipient(s) of the sharing link so that they can access the shared elements.

      View of the access page to shared items for the recipient:


    6. Specify an expiry date

      By selecting this option a row appears with a field allowing you to choose the expiration date of the share. Once the date is reached the share will be automatically turned off.



    7. Note to recipient

      By selecting this option a row appears with a field allowing you to type a note that will be visible to the recipient on the sharing page when they click on the bubble at the top right of the shared items access page.

      View of the access page to shared items for the recipient:



      Type the text and then press the arrow to the right of the field to confirm that the note is sent to the recipient of the share.



  3. Send the sharing link to your recipients so they have access to the shared elements of theJarvisDrive.

Method 4: Share via the Customer Portal


Users benefiting from the optionClient portalcan open dedicated space for their customers to share information and files. You and your client have notified by email as long as a new item is deposited in the Portal.

For more information about this feature and how to implement it, see the article "The Customer Portal" from our Help Center.

4. How to know if a directory or file is being shared in progress

You candetermine whether a directory is sharedthrough the directory displayed in theJarvisDrive.


The directory is not shared

The directory is shared internally with other Jarvis users of the company

The directory is shared via an email address or via a public link

In addition, you can consult if a directory or file is shared via the pictograms that appear to the right of the directory or file in question.


The file or directory is not shared

You share the file or directory internally with other Jarvis users in the company

You share the file or directory externally via an email address or a public link

The file or directory is shared internally by another Jarvis user of the company (his email appears)