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Working in a shared drive🔗

This page is for the members of a shared drive. It describes where to find the drives, what each role allows, and how the usual file operations work inside a drive. For the main ideas, see Shared drives.

Opening a shared drive🔗

Click Shared drives in the panel on the left. The list shows the drives that you are a member of, with the number of members of each drive.

Copy direct link works for the files inside a drive. The link opens the file for every member.

A drive can disappear from your list for these reasons:

• You are no longer a member.
• The drive is disabled. An administrator can disable it. When you open the address of a disabled drive, FileRun shows "The shared drive is currently disabled!".
• The folder of the drive is missing on the disk.

When you open the address of a drive that you are not a member of, FileRun shows "The shared drive was not found!".

What each role allows🔗

Your role is the same in the whole drive. The roles are listed here from the lowest to the highest.

The Uploader role is for collecting files. An uploader sees the list of the files, but cannot preview or download them.

The role menus show the description of each role. A menu hides a role when the settings of the drive take away what the role adds. For example, the menus of a read-only drive do not offer Uploader, Editor and Contributor. When the drive does not allow links, the menus do not offer Distributor, even when the drive allows sharing with users.

When you are a member more than once🔗

You can be a member directly and through one or more groups. Then the highest of your roles applies, in the order of the table above.

A higher role does not always allow more. Editor is higher than Distributor, but an editor cannot share or create web links. So a user who is a Distributor directly and an Editor through a group cannot share.

What else limits what you can do🔗

Every action in a drive must be allowed by three things:

• your role in the drive
• the settings of the drive
• the permissions of your own account

The most restrictive of the three applies. Here are some examples:

• When your account does not have User can delete files, you cannot delete in a drive, even as a Manager.
• When your account does not have User can share via web links, you cannot create web links in a drive, whatever your role.
• When your account does not have User can access the files' activity logs, you do not see the activity of the files, whatever your role.
• When the drive is read-only, nobody can change its content, whatever the role.

Read-only drives🔗

A Manager or the admin of the drive can make the drive read-only. In a read-only drive, nobody can:

• upload or create files and folders
• edit files
• rename, move or delete
• change tags, ratings and metadata

In a read-only drive, the members can still:

• preview and download
• read and write comments
• see the activity of the files
• share and create web links, when the drive allows sharing and links

A read-only drive also has no trash, not even for its Managers. The items that were in the trash are kept, and they are back when the drive is no longer read-only.

The file manager does not mark a read-only drive. The commands that change the content are not offered.

Uploading and the storage quota🔗

What you upload to a drive counts against the quota of the drive, not against your own quota.

You do not see the quota of the drive in the file manager. When your account has a quota, the storage panel on the left shows your own quota. The members with the role Manager see the quota of the drive in the settings of the drive. A WebDAV client sees the quota of the drive on the folder of the drive.

When the drive is full, FileRun refuses the upload. The trash of the drive also counts against its quota.

The limits of your own account on the size and the type of the uploaded files also apply in a drive. A drive has no such limits of its own.

Copying and moving🔗

You can copy and move files and folders between a drive and your My drive, and between two drives.

• To move an item out of a drive, you need the role Content manager or Manager in that drive.
• The destination must accept new files. In a drive, this means the role Uploader, Contributor, Content manager or Manager. Your own account must also allow uploads.
• The quota of the destination counts the item. An item that you move into a drive counts against the quota of the drive. An item that you move into your My drive counts against your own quota.
• A moved item keeps its previous versions, its comments, its tags and metadata, and its stars.
• A copy is a new file. It has no previous versions, no comments and no tags.
• When a shared item moves out of the drive, its shares end. See Sharing from a shared drive.

The top folder of a drive is the drive itself. Nobody can rename, move or delete it, and nobody can create files or folders directly in Shared drives. A Manager renames the drive in the settings of the drive.

Deleting🔗

What you delete in a drive goes to the trash of the drive. It does not go to your own Trash, and you will not find it there.

Only the members with the role Manager can open the trash of the drive. To get back an item that you deleted, ask a Manager of the drive. See Managing a shared drive.

The delete window offers the checkbox Permanent deletion when both the drive and your own account allow permanent deletion. An item deleted in this way does not go to the trash, and nobody can restore it.

Sharing from a shared drive🔗

You can share the files and folders of a drive with people who are not members, and create web links to them. You need three things:

• the role Distributor, Content manager or Manager
• a drive that allows it. The settings of the drive have one permission for sharing with other users and one permission for links.
• your own account permissions. Sharing with users needs User can share with other users and a home folder. Links need User can share via web links.

Shares with other users🔗

• The share is made in the name of the drive. The receiver finds it under Shared with me, under the name of the drive. FileRun records your name as the person who added the share.
• The share stays when you are removed from the drive. It ends when the drive is deleted, or when the item moves out of the drive.
• While the drive is disabled, its shares stop working. Their receivers see "The user account sharing this item is currently unavailable!".
• Every member who can share an item sees all the shares of that item, made by any member. Such a member can also change and remove them.
• The receiver cannot share the item further.
• You can share only with the people and the groups that your account is allowed to interact with.
• The top folder of a drive cannot be shared with users. To give somebody access to the whole drive, a Manager adds that person as a member.
• A Manager can turn off sharing with other users in the settings of the drive. The existing shares then stop working, and their receivers see "The permissions prevent access to this share!". The shares are not deleted. They work again when sharing is turned on again. While sharing is off, the shares are not listed in the share window, so nobody can remove them.

Web links🔗

• You can create a web link to any item in the drive, and also to the top folder of the drive.
• A web link stays personal. Each member sees and manages only its own links.
• Your web links in the drive are removed when you are removed from the drive.
• While the drive is disabled, the links to its items stop working. Their visitors see "This share is no longer accessible!".
• When your role no longer allows links, your links stop working. Their visitors see "This share is no longer accessible!". The links work again when your role allows links again.
• When a Manager turns off links in the settings of the drive, the existing links stop working too.

Who has access🔗

The Who has access panel, in the Details of an item, shows:

• the admin of the drive, when the drive has one
• all the members of the drive. Every member sees every other member, whatever the permissions of its account allow it to see.
• the shares of the item, but only to the members who can share the item

The Manage access button opens the share window. On a file or a folder inside the drive, the share window lists the members under Drive members, and nobody can change that list there. A Manager gets a Manage button, which opens the share window of the whole drive.

Comments, versions and locks🔗

• You can delete only your own comments. A Manager cannot delete the comments of another member either.
• Only the member who locked a file, or an administrator, can unlock it. A Manager of the drive cannot unlock the file of another member. FileRun shows "It is currently locked by %1!".
• A lock that a visitor took through a web link is an exception. Any member who can edit the file can remove that lock.
• While a file is locked by somebody else, you cannot edit, rename, move or delete it, and you cannot write comments on it.
• A lock stays as long as the account that holds it exists, also after that account is removed from the drive.
• Stars and collections work in a drive. Starred lists a starred item under its drive. Your stars in a drive are removed when you are removed from the drive.
• Zip archive... needs a role that allows both download and upload: Contributor, Content manager or Manager. The command is not offered in a read-only drive, nor on the top folder of the drive.

The activity of a drive🔗

The Activity tab of an item shows what the members did with it. You need two things to see it:

• the role Contributor, Content manager or Manager
• the permission User can access the files' activity logs on your own account

Without the account permission, the Activity tab is not shown. With the permission but with a lower role, FileRun shows "The permission settings of this share do not allow access to the activity logs!".

The tab shows the actions of every member, with the name of the member who acted. It shows only the actions after the date of your membership. An administrator account sees the whole history.

The activity log of your own account does not receive entries about what the other members do in a drive. To be told about changes by e-mail, use the folder notifications.

Folder notifications🔗

Right-click the drive, or a folder inside it, and choose Notifications. The command needs two things:

• the setting Allow users to set notification settings to folders., which the administrator turns on
• an e-mail address on your account

The window offers these options:

• New files
• New comments and tags
• Downloads and previews
• Other actions

Inside a drive, Downloads and previews and Other actions are refused by default, as in every shared folder.

So, by default, the folder notifications do not tell anybody about the deletions, the renames and the new folders in a drive. The administrator can allow the two options with these lines in customizables/config.php:

 1$config['app']['sharing']['allow_read_notifications'] = true;
 2$config['app']['sharing']['allow_misc_notifications'] = true;

You are told about the actions of every member of the drive.

When the administrator turned on the setting Automatic share e-mail notifications, you were subscribed to the whole drive when you were added, for New files and New comments and tags. To stop these e-mails, open Notifications on the drive, clear every checkbox and click Save.

Your notification rules in a drive are removed when you are removed from the drive.

Only a member who has the role Manager can remove its own membership. The other members ask a Manager or the admin of the drive to remove them.

Searching🔗

The search looks inside the current drive only. Open the drive first, then search. There is no search through all your drives at once, and the search of My drive does not include the drives.

The Media section lists only the files of your My drive.

If you are a guest🔗

A guest is a person who was invited by e-mail address. A guest can be a member of a drive.

• A guest always receives an e-mail when it is added to a drive. The e-mail holds a link to the drive. When the administrator allows guests to sign in by link, the link signs the guest in.
• A guest can never rename, move or delete, write comments, change metadata, create links or share.
• Upload, download, reading comments, reading metadata and editing depend on the Guest role, which the administrator sets.
• A guest who has a role that allows uploads cannot download in the drive. These roles are Uploader, Contributor, Content manager and Manager.
• A guest never has the powers of a Manager, even with the role Manager.
• A guest never sees the Activity tab.
• When a guest is removed from a drive and nothing else is shared with it, FileRun deletes the guest account.

See also Guest accounts.

WebDAV and the apps🔗

Over WebDAV, the drives are in the folder @Drives, next to @Home and @Shares. @Drives is listed only when you are a member of at least one drive.

• Each drive is a folder named ({id}) {name}, for example (3f2a9c1e-...) Marketing.
• Inside a drive, you can do what your role allows. A deleted item goes to the trash of the drive.
• You can copy and move items between @Home and a drive.
• You cannot create, rename, move or delete the folder of a drive. You cannot create anything directly in @Drives.
• The trash of a drive is not available over WebDAV.
• A disabled drive is not listed.
• The quota of the folder of a drive is the quota of the drive.

The desktop sync app and the mobile apps use the same folders. The apps report every action as allowed on the items of a drive, so an app can offer an action that the server then refuses. The share command of the apps creates web links only.

The paths🔗

• The breadcrumb shows Shared drives › the name of the drive › the folders.
• Copy path copies the path in the form "Shared drives" → "Marketing" → "Reports" → "May.pdf".
• The activity log and the e-mails show the path in the form Shared drives/Marketing/Reports/May.pdf. The links in the e-mails open the item for every member.
• In the trash of a drive, Deleted from shows the address of the folder with the id of the drive, for example /ROOT/DRIVES/3f2a9c1e-.../Reports.

The paths that the API uses are described in API: File paths.