Sharing Files

enaio® coLab • 11.10 »

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 Share file icon Shared 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. In enaio® coLab, open the project room in which you wish to share a document by clicking the tile of the required project room on the Project rooms icon Project rooms home screen.

    If you selected the Slim, Slim +, or Horizontal menu type, you first have to click the Home page icon Home icon in the main navigation before you can click the Project rooms icon Project rooms icon in the submenu that opens.
    If you selected the Overlay menu type, you first have to click the Main navigation icon Main navigation icon in the coLab header before you can click the Project rooms icon Project rooms icon in the main navigation bar that opens.
    You can find more information about the menu types that are available at Customizing the User Interface.

  2. Open the files view by clicking the Files icon Files icon in the main navigation.

  3. Select the file in the directory structure that you want to share and click in the row the More actions icon More actions icon behind the corresponding file in the directory structure and the Share file externally icon Share file externally icon in the drop-down menu that opens.

    The Share file externally dialog appears.

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

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

  5. Clicking the Copy 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.

  6. Then click the Close - icon Close button in the dialog.

The share URL is created.

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

A message is automatically generated and shown on the project’s overview page 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.

The share URLs are also available to project room owners and project members with a corresponding user-defined role for further use. You have the following options to access the share URLs:

  • The files view

    Open the Files icon Files view. Files that have been shared are marked with a Share file icon Shared file icon in the directory structure. Open the More actions icon More actions menu behind the corresponding file and click the Share file externally icon Share file externally icon in the menu. In the Share file externally dialog that opens, you can copy the URL to the Windows clipboard manually or you can click the Copy URL icon Copy icon and continue to use it.

  • Message on the project’s overview page

    Open the Overview icon Overview page of a project. In the message list, click the Preview attachments icon Preview attachments icon icon in the message with information that a file has been shared. In the preview that then opens, click the Go to file icon 'Go to file' icon in the footer of the preview. The file linked to the message is now selected in the Files icon Files view that opens. Open the More actions icon More actions menu behind the corresponding file and click the Share file externally icon Share file externally icon in the menu. In the Share file externally dialog that opens, you can copy the URL to the Windows clipboard manually or you can click the Copy URL icon Copy icon and continue to use it.

Clearing Share URLs

Project room owners and project members with a corresponding user-based role can clear share URLs before the specified validity expires.

To remove a share URL, open the More actions icon More actions menu behind the corresponding file in the Files icon Files view and click the Share file externally icon Share file externally icon. You can end the file sharing by clicking the Cancel sharing icon Cancel sharing button and then the Close - icon Close button in the Share file externally dialog that opens.

Once you remove the file sharing, the Share file icon Shared file icon will no longer be shown in the directory structure and the share message will no longer be shown on the project’s overview page.

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.