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Heiko-Pohl merged 1 commit into from
Jul 18, 2025
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Rework user sharing dokus #393

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54 changes: 19 additions & 35 deletions docs/user/sharing/external.md
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Expand Up @@ -8,51 +8,37 @@ draft: false

# Public links - external sharing of files and folders in OpenCloud

With **public links**, you can share files and/or folders **across organizations**.
With public links, you can share files and/or folders across organizations.

## Steps to create public link

### Open sharing options
- Click on the “three dot menu” next to the file or folder name you want to share.
<img src={require("./img/extern/three-dot-menu.png").default} alt="Three dot menu" width="1920"/>

Click on the **“three dot menu”** next to the file or folder name you want to share.
<img src={require("./img/extern/three-dot-menu.png").default} alt="Three dot menu" width="1920"/>
- Select “Share” from the drop-down menu.
<img src={require("./img/extern/share-drop-down-menu.png").default} alt="Select share" width="400"/>

### Select Share
- A sidebar window will open on the right side of the screen.
<img src={require("./img/extern/sidebar-window.png").default} alt="Sidebar window" width="1920"/>

Select **“Share”** from the drop-down menu.
<img src={require("./img/extern/share-drop-down-menu.png").default} alt="Select share" width="400"/>
- Scroll down in the sidebar window and click on “Add link”.
<img src={require("./img/extern/public-link-section.png").default} alt="Click on add link" width="400"/>
<img src={require("./img/extern/add-link-button.png").default} alt="Add link button" width="400"/>

### Open sidebar window

A sidebar window will open on the right side of the screen.
<img src={require("./img/extern/sidebar-window.png").default} alt="Sidebar window" width="1920"/>

### Add public link

Scroll down in the sidebar window and click on **“Add link”**.
<img src={require("./img/extern/public-link-section.png").default} alt="Click on add link" width="400"/>
<img src={require("./img/extern/add-link-button.png").default} alt="Add link button" width="400"/>

### Set options for the public link

**A pop-up window** will open where you can configure the following options:
<img src={require("./img/extern/public-link-option-pop-up.png").default} alt="Pop up window" width="400"/>
<img src={require("./img/extern/public-link-option-button.png").default} alt="Options" width="400"/>
- A pop-up window will open where you can configure the following options:
<img src={require("./img/extern/public-link-option-pop-up.png").default} alt="Pop up window" width="400"/>
<img src={require("./img/extern/public-link-option-button.png").default} alt="Options" width="400"/>

## Options in the pop-up window

### Rights for the link

- Select the desired **access rights** for the recipients:
- **“Can view"**: The link recipient can view and download the file, but cannot edit or upload files.
- **“Can edit"**: The link recipient can view, download, edit and delete the file, as well as upload files to the folder.
- **“File Drop (secret)"**: The link recipient can only upload files, but cannot view or edit the content.
- Select the desired access rights for the recipients:
- “Can view": The link recipient can view and download the file, but cannot edit or upload files.
- “Can edit": The link recipient can view, download, edit and delete the file, as well as upload files to the folder.
- “File Drop (secret)": The link recipient can only upload files, but cannot view or edit the content.

<img src={require("./img/extern/access-rights.png").default} alt="Admin spaces" width="400"/>

### Set password for the link

- Activate the password by entering it in the input field under **“Password”**.
- Activate the password by entering it in the input field under “Password”.
- The password requirements appear below the input field.
<img src={require("./img/extern/password-section.png").default} alt="Password section" width="400" style={{ display: "block", marginTop: "1rem", marginBottom: "1rem" }}/>
- Here are three icons:
Expand All @@ -63,8 +49,6 @@ Scroll down in the sidebar window and click on **“Add link”**.
- The last icon generates a random password automatically.
<img src={require("./img/extern/password-icon-3.png").default} alt="Generate random password" width="400"/>

### Set expiration date for the link

- Enter a date under “Expiry date” to set a time limit for the link. Once the date has expired, the link is no longer accessible.

<img src={require("./img/extern/expiration-date.png").default} alt="Expiration date" width="400"/>
Expand All @@ -73,7 +57,7 @@ Scroll down in the sidebar window and click on **“Add link”**.

## Create link

- Once all options have been set, click on **“Copy link”** to generate the public link.
- Once all options have been set, click on “Copy link” to generate the public link.
<img src={require("./img/extern/copy-link-button.png").default} alt="Copy link" width="400"/>
- The link is now created and can be shared with the recipients.

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28 changes: 14 additions & 14 deletions docs/user/sharing/file-drop.md
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Expand Up @@ -8,31 +8,31 @@ draft: false

# File Drop (secret) - This is how it works

The **“File Drop”** allows people who receive a specific link (the so-called **“link recipients”**) to upload files to a shared folder.
**The trick:** The **“link recipients” cannot see the files already** in the folder.
The “File Drop” allows people who receive a specific link (the so-called “link recipients”) to upload files to a shared folder.
The trick: The “link recipients” cannot see the files already in the folder.

## Create a **"File Drop"**
## Create a "File Drop"

- Click on the **“three dot menu”** next to the file or folder name you want to share.
- Click on the “three dot menu” next to the file or folder name you want to share.
<img src={require("./img/file-drop/three-dot-menu.png").default} alt="Three dot menu" width="1920"/>
- Select **“Share”** from the drop-down menu.
- Select “Share” from the drop-down menu.
<img src={require("./img/file-drop/share-drop-down-menu.png").default} alt="Drop down menu" width="400" style={{ display: "block", marginTop: "1rem", marginBottom: "1rem" }}/>
- A sidebar window will open on the right-hand side of the screen.
<img src={require("./img/file-drop/sidebar-window.png").default} alt="Sidebar window" width="1920"/>
- At the sidebar window, you will find the area for **“Public links”**. There click on the **"Add link"** button.
- At the sidebar window, you will find the area for “Public links”. There click on the "Add link" button.
<img src={require("./img/file-drop/add-link-button.png").default} alt="Add link button" width="400"/>
- Select the option for **"Secret File Drop"**.
- Select the option for "Secret File Drop".
<img src={require("./img/file-drop/file-drop-button.png").default} alt="Select file drop" width="400" style={{ display: "block", marginTop: "1rem", marginBottom: "1rem" }}/>
- Type a **password** and confirm the entries with click on **"copy link"**.
- You can also set an **"Expiry date"**, if you want the link to expire. [External Sharing](./external), if you want to know how to set the Expiry date.
- Type a password and confirm the entries with click on "copy link".
- You can also set an "Expiry date", if you want the link to expire. [External Sharing](./external), if you want to know how to set the Expiry date.
<img src={require("./img/file-drop/password-and-copy-link-button.png").default} alt="Enter password and copy link" width="400" style={{ display: "block", marginTop: "1rem", marginBottom: "1rem" }}/>
- Now you send the **link** and the **password** to a **"link recipient"**.
- Now you send the link and the password to a "link recipient".

## To do's for the **"link recipient"**
## To do's for the "link recipient"

- The **“link recipient”** opens the received link in a browser.
- The “link recipient” opens the received link in a browser.
<img src={require("./img/file-drop/file-drop-website.png").default} alt="File drop website" width="1920"/>
- The **“link recipient”** enters the password and then clicks on “Continue”.
- The “link recipient” enters the password and then clicks on “Continue”.
<img src={require("./img/file-drop/password-and-continue.png").default} alt="Enter password and continue" width="400"/>
- Upload files:<br/>
- The “File drop folder” is opened. The “link recipient” can upload their files here without being able to view the existing contents of the folder.
Expand All @@ -41,7 +41,7 @@ The **“File Drop”** allows people who receive a specific link (the so-called
<img src={require("./img/file-drop/upload-confirmation.png").default} alt="Upload confirmation" width="1920"/>

:::important
The **“link recipient”** does not have access to existing files - **they can only add new files**.
The “link recipient” does not have access to existing files - they can only add new files.
:::

Now you know how you can share a file drop link
44 changes: 19 additions & 25 deletions docs/user/sharing/internal.md
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Here are the steps to share files or folders with other members or groups internally

## Open sharing options
- Click on the “three dot menu” next to the file or folder name you want to share.
<img src={require("./img/intern/three-dot-menu.png").default} alt="Three dot menu" width="1920"/>

Click on the **“three dot menu”** next to the file or folder name you want to share.
<img src={require("./img/intern/three-dot-menu.png").default} alt="Three dot menu" width="1920"/>
- Select “Share” from the drop-down menu.
<img src={require("./img/intern/share-drop-down-menu.png").default} alt="Drop down menu" width="400"/>

## Select share
- A sidebar window will open on the right-hand side of the screen.
<img src={require("./img/intern/sidebar-window.png").default} alt="Sidebar window" width="1920"/>

Select **“Share”** from the drop-down menu.
<img src={require("./img/intern/share-drop-down-menu.png").default} alt="Drop down menu" width="400"/>

## Sidebar window appears

A sidebar window will open on the right-hand side of the screen.
<img src={require("./img/intern/sidebar-window.png").default} alt="Sidebar window" width="1920"/>

## Set up internal sharing

- At the top of the sidebar window, you will find the area for **“Internal sharing”**.
- At the top of the sidebar window, you will find the area for “Internal sharing”.
<img src={require("./img/intern/share-with-people-section.png").default} alt="Share with people" width="400"/>
- Search for individual **members** or entire **groups** by entering them in the **search bar**.
- Search for individual members or entire groups by entering them in the search bar.

<img src={require("./img/intern/searchbar.png").default} alt="Enter name or group" width="400"/>

- Select the people or groups with whom you would like to share the folder or file.

## Set access rights

- Select the rights for the selected members or groups: - **“Can view":** Members can only view and download the file, but cannot edit it or upload it to shared folders. - **“Can upload":** Members can view and download the file and upload their own files to the shared folder. - **“Can edit":** Members have the same rights as in **"can upload"**, but can also create new files, edit existing files and delete them.

<img src={require("./img/intern/rights-drop-down-menu.png").default} alt="Drop down rights" width="400"/>
<img src={require("./img/intern/rights-options.png").default} alt="Right options" width="400"/>
- Select the rights for the selected members or groups:
- “Can view":
Members can only view and download the file, but cannot edit it or upload it to shared folders.
- “Can upload":
Members can view and download the file and upload their own files to the shared folder.
- “Can edit":
Members have the same rights as in "can upload", but can also create new files, edit existing files and delete them.

## Confirm sharing
<img src={require("./img/intern/rights-drop-down-menu.png").default} alt="Drop down rights" width="400"/>
<img src={require("./img/intern/rights-options.png").default} alt="Right options" width="400"/>

- Click on **“Share”** to confirm the selection.
- Click on “Share” to confirm the selection.

<img src={require("./img/intern/share-button.png").default} alt="Share button" width="400"/>

- The shared members or groups are listed under **“shared with”** in the same window.
- The shared members or groups are listed under “shared with” in the same window.

Now you know how you share files and folders within your organization and manage access accordingly