You can upload files to your Homespace and, if you have the appropriate permissions, to shared Workspaces as well. When uploading a file to a shared Workspace, you will have the additional option to apply security and sharing settings that will determine who can and cannot access the file within the Workspace.
1. Navigate to the file list or folder where you would like to store the uploaded file(s).
2. Click the ‘Upload’ button at the top right of the file list. A pop-up box is shown.
3. Drag and drop files from your desktop onto the ‘Upload Files’ pop-up box. Alternatively click the ‘Upload A File’ button and browse your file explorer to select the file you want to upload.
4. The ‘Upload Files’ pop-up box is replaced with a form. The file(s) you intend to upload appear at the top of the form.
In a Homespace: You can select to place the file in a folder before completing the upload process.
In a Shared Workspace: If the ‘Security and Sharing’ settings section is available, you now have the choice to apply security and sharing settings for the file. Your decision as to which settings to apply will determine who can access the file.
The display of security settings and available field values are dependent on your own security profile and whether the upload is taking place in a shared, security-enabled Workspace.
5. Select the appropriate security and sharing settings from the drop-down lists provided. Kojensi will display additional settings depending on the choices you make.
6. Review the ‘Other Information’ section and apply any additional controls you think are appropriate for the file: retention, read-only, discoverability, ownership (if you are uploading on behalf of someone else).
Mark for Retention: If checked, you are making a decision to retain the file long-term. This means that the file cannot be deleted until the organisation’s retention policy period has expired.
Read-Only: If checked, users will not be able to edit the file or change information recorded about the file.
Discoverable: If switched to YES, a summary of the file will appear in search results to users who match the security and sharing settings applied to the file.
Note: For you to be able to access, view or edit a file, you must be a member of the Workspace in which the file resides. If you’ve found a file in a search result and are not a member of the Workspace in which it resides, you must contact the file owner to request external access.
Assign ownership: Upon upload, you are assigned ownership of the file by default UNLESS you assign ownership to another user. If you want to assign ownership of the file to another workspace user, click the ‘Assign Ownership to Another User’ check-box and select the name of the user to whom you want to assign ownership.
Notify: You can also choose to notify members of a shared Workspace about this file upload. To notify users, select the ‘Notify’ checkbox and then select the user/s you wish to notify about the upload.
7. Click ‘Upload’ to complete the process. Your file will appear in the file list of your Homespace or Workspace.