Sharing Files

enaio® coLab • 11.0 »

Project room owners and project members with a corresponding user-defined role can share files in enaio® coLab with other people who are not members of a specific project room. A URL is created with a time limit to its validity. Shared files can be recognized by the Shared file 'Share file' icon in the directory structure in the files view. Standard project members, project members with the Guest role, and project members who are logged in via social media (Google, for example) are not offered the option to share in enaio® coLab.

  1. Open the files view by clicking the Files icon Files icon in the header of enaio® coLab.

  2. Select the file in the directory structure that you want to share and click the Share file icon 'Share file' icon in the row.

    The Share file dialog appears.

  3. In the dialog, select the validity of the link in days and then click the Create link button.

    A field with a share URL is shown in the Share file dialog.

  4. Clicking the Copy share URL icon Copy icon in the dialog will copy the share URL to the Windows clipboard. As an alternative, you can mark the share URL in the field and copy it to the Windows clipboard yourself.

  5. Click the Close button in the dialog.

The share URL is created.

The shared file is indicated by a Shared file 'Share file' icon in the directory structure.

A message with a link to the shared file is automatically generated and shown on the project's home screen of all project members.

Using Share URLs

You can now use the share URL copied to the Windows clipboard, for example, to share by e-mail with recipients who are not project members. The recipients of the URL have the option of viewing the shared file in a browser preview or downloading it via a browser.

Clicking a Shared file 'Share file' icon in the directory structure will make the share URLs also available to project room owners and project members with a corresponding user-defined role for further use. In the dialog that appears, you can copy the URL manually or click the Copy share URL icon Copy icon.

Clearing Share URLs

Project room owners and project members with a corresponding user-defined role can clear share URLs before the specified validity expires by clicking a Shared file 'Share file' icon in the directory structure. In the dialog that appears, you can end the file sharing by clicking the Cancel sharing button. After clearing the share, the Share file icon 'Share file' icon is shown again in the directory structure.

If the features described above are not available to you, then it may be because you have been assigned a user-defined role that does not contain the corresponding rights. Contact a coLab administrator or the project room owner if you have any questions or if you need these rights.