Share Files and Folders

With the Smart Trading Cloud Repository, you can share files stored in the repository with other users to improve your team work and facilitate development of your artifacts in a team, as well as transfer or promote the artifacts from one environment to another. You can set permissions to manage access to your files and folders. To make your team work more convenient and efficient, we provide you with Common Tasks.

With the Shared Files directory, you can view the list of files shared with you, located in the folders named after the respective users who shared the files or folders. This directory also contains the Shared By Me folder that contains files and folders you share with other users.

Use the Share option in the context menu to view the list of users you share your files or folders with, change access permissions, or stop sharing.

Note A user who does not have an account on the Smart Trading Cloud Repository should create an account to view or edit the shared file or folder.

 

Also watch the video tutorial available on how to share files and folders.

 

To share a file or a folder:

  1. In the Smart Trading Cloud Repository, in the My Files directory, navigate to the file or folder you want to share.
  1. Right-click the file or folder you want to share, and then select Share.

    2. -or-

    Hover over the selected file or folder, click , and then select Share.

  1. In the Share dialog:

    In the Share Link section, in the Link Sharing Method field, select one of the following sharing options from the drop-down menu:

    • Not Shared: Does not provide any access.
    • Shared by Link: Provides access to the shared file or folder. Next to Anyone with link can, select View to provide read-only access, or select Edit to provide full access. Next to Resource Link, click Copy () to copy the link, and then send it to users you want to share a file or folder with. Once a user follows the shared link, a corresponding file or folder appears in the Shared Files directory and the user will be able to view or edit the files based on the privileges he/she is entitled to.
    • Shared by Link with Second Factor: Provides an access to the shared file protected by an access key that implements two-factor authentication. In addition to the link, you need to provide the access key to make the access more secure. Next to Anyone with link can, select Edit to provide full access or View to provide read-only access. Next to Resource Link, click Copy () to copy the link, and then send it to users you want to share a file or folder with. Next to Access Key, click Copy () to copy the access key. For security reasons, we recommend that you send the link and an access key to users separately. When a user follows the shared link, a dialog that requests an access key appears. If the correct access key is provided, the corresponding file or folder appears in the Shared Files directory of the target user.

    In the Users Access Management section that provides access to the shared file or folder for specific users, in the Add User field, enter a user name or an email address. In the table that appears, in the row for that specific user, for the access type, select Read to provide read-only access or Write to provide full access. The target user receives an email notification with a link to the shared file or folder.

    You can also share your files with the Smart Trading Cloud applications. To do this, in the Add User field, enter an Application ID.

  1. Click Done.

Note The files or folders that you are currently sharing are marked with .

When you share a file or a folder with a specific user and start typing a user's name or email address, you can see a pop-up window that prompts you to select from available users. You can select from the list or enter an email address manually if the person you want to share a file or a folder with is not a Smart Trading Cloud Repository user. In this case, this person receives an email notification to join the repository, creates a new account and then, a new user, and accesses the shared file or folder.

You can add specific users to provide only them with access to the shared file or folder any time you want. In the Users Access Management section, you can see a list of users who have already activated your link. You can edit this list to remove or add more users. Select Read to provide read-only access or Write to provide full access to the corresponding user.

Note When you rename a shared artifact, the users who you previously shared this artifact with can still access the artifact.

You can use these shared files and folders at runtime. Copy the link to files and folders by using the Copy Run-Time Link option and specify the link as a path to the shared files and folders in a run-time environment. You can also use the Copy Run-Time Link option for files and folders you share with other users and get the shared run-time link that other users can use.

To copy a link:

  1. In the Shared Files directory, navigate to the shared file or folder from where you want to copy a link.
  2. Right-click the shared file or folder, and then click Copy Run-Time Link.

    3. -or-

    Hover over the selected file or folder, click , and then select Copy Run-Time Link.

  3. In the Copy Path dialog, read the message, and then click Copy to copy the link.

When you share a file or folder, the file run-time path is as follows:

Example

repository:/shared/user_id/Guidelines/101.ecs

If you work on a file that other users have access to, you can lock the file to prevent other users from making modifications to the file while you are working on it. For more information, see Lock Files.