Permissions
MyShare is accessible by all BrandHub users, except guests. It is accessed via the apps menu and available to clients who have added this premium option to their BrandHub solution.
Most users are able to send files, receive files and view/download files they have sent or received. In addition, admins can view all files that have been shared using MyShare and can also download or remove all active shares.
Permission | Guest | Standard | Privileged | Uploader | Uploader/Publisher | Admin |
|---|---|---|---|---|---|---|
Access to MyShare | ❌ | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ |
Share files | ❌ | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ |
Receive files | ❌ | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ |
View and download received files | ❌ | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ |
View all files shared | ❌ | ❌ | ❌ | ❌ | ❌ | ✔️ |
Remove a share (that they have shared) | ❌ | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ |
Remove a share (from someone else) | ❌ | ❌ | ❌ | ❌ | ❌ | ✔️ |
Sharing files
On the MyShare page, users have 3 main options: ‘Share files’, ‘My sent files’ and ‘My received files’.
To send files, the user will choose ‘Share files’. On the next screen, the user will have the following options:
- Add files
- Choose recipients to send the file(s) to
- Add a message to accompany the files
- Send the files
Users can click the box on the left to upload files from their computer. Alternatively, the user can drag and drop files onto the screen. The user can upload multiple files to a combined limit of 10GB to share. Users can remove files from the selection using the 'x' icon next to each file name.
Users can choose from other BrandHub users to share files with (excluding guest users). Multiple recipients can be selected.
Recipients can be located by searching using first name, last name or username. The default selection is first name. Matching BrandHub users will show and the user can choose the user they wish to select.
A free text box is available for the user to enter a message which will accompany the files.
When at least 1 file has been added and one recipient selected, the user will be able to share the file(s) using the ‘Send’ button.
Each share will only be available for 14 days, after which it will expire. If the user wishes to share the same files again, they must create a new share.
When the file(s) have been successfully shared, the user will receive a success message.
Receiving files
Users that have been sent a file will receive an email notification. The email will contain the message from the sender, a link to download the shared file(s), a list of all files included in the share and the date they are available until.
All recipients will also receive a notification in the notification centre on the Brand Hub.
Clicking on the download files button in the email or the notification will take the user to the share page where the user can see all of the share details. Each file can be downloaded individually using the download button next to the file (whilst the share is active).
Sent files
Clicking on ‘My Sent Files’ from the MyShare screen will allow the user to view all files they have sent to other users.
On the sent files screen, each share will be listed as a row in the table. The user can search for a file using the name of a file included, or the name of a recipient. The date the share expires and the current status will be displayed. Users can view active shares, but cannot view expired or removed shares.
Clicking on an active share you have sent will show the share screen where the files can be downloaded, and the message and recipients viewed.
Removing shares
When viewing an active share, the user who sent the share, or an admin user, will be able to remove the share.
To do this the user will click the ‘Remove share’ option in the top right, and must confirm the action in a pop up window before it is completed.
Any user trying to access this share will now receive the Users will be able to view a list view of ‘Received files’. From this screen, all non-expired files that have been shared with the logged in user can be accessed and downloaded. Expired shares will show, and the user can view the message, however cannot download the files.
Received files
Clicking on ‘My Received Files’ from the MyShare screen will allow the user to view all files they have received from other users.
On the received files screen, each share will be listed as a row in the table. The user can search for a file using the name of a file included, or the name of the sender. The date the share expires and the current status will be displayed. Users can view active shares, but cannot view expired or removed shares.
Clicking on an active share you have received will show the share screen where the files can be downloaded, and the message and recipients viewed:
All shares
In addition to their sent and received files, administrators will be able to view ‘All shares’ giving them access to all shares that have been made via the Brand Hub, by all users. The admin can view the sender, recipient, files and message and can download all files for active shares. In addition, the admin user will also have the ability to remove any active share before the expiry date from this section (whether they sent the files or not), meaning that no users can download the files.
The all shares page can be accessed by admins using the ‘All shares’ link in the top right hand corner of the MyShare page.
On the all shared files screen, each share will be listed as a row in the table. The user can search for a file using the name of a file included, or the name of the sender or recipient. The date the share expires and the current status will be displayed. Admins can view active shares, but cannot view expired or removed shares.