Share folders and folderish-type documents from the navigation

Athento allows you to share folders and folderish documents from the navigation of a space with external users.

Prerequisites

To use this functionality, you must activate the “Allow folder sharing” option from the advanced administration of the space.

Share a folderish

To share, go to the navigation and find the folder you want to share. In the 3-dot menu to the right of the folder name, you will find the “Share” option labeled BETA.

When you click, you will see a dialog box with information to fill in:

• Emails: Required. Emails of the users with whom you want to share a folder.
• Comment: Optional. Comment that will be included in the email notification.
• Permission: Required. Indicates if the user will be given read or write permission.

Once you have filled in the data, click on “Share”.

The indicated emails will receive an email notification so that they can access the shared folder.

Accessing a shared folder

First time documentation has been shared with the external user

In this case, the user will first have to register. Users with whom you share folders will not be considered named users of the plan.

To register, the user must click on the Accept Invitation button in the email received.

Athento will then prompt the user to choose their password:

Once the password is chosen, the user will be redirected to the shared folder and can click to access its contents.

Once inside the folder, use the download button to download the contents of the shared folder.

If the user has already been shared a folder in the past and has finished registration

 In this case, the user will receive an email with a button to access the shared folder.

Athento will ask the user to authenticate with their previously registered password and email address.

What happens if the user does not remember the password?

In this case, the user will be able to use the password reminder option. More information on this link.

View external users with whom the folder has been shared

To see the users with whom a folder has been shared, you can access the Folder Sharing option again.

At the bottom of the pop-up window, you can see with which external users the folder has been shared.

By clicking you will be able to see those external users with whom the folder was shared and what permissions were granted.

Also, you can remove the permission for a user by clicking the trash can button next to it.

Document navigation view for guest users

The options displayed to the external user will depend on the permissions granted to the external user.

Access all shared documents

The folder structure icon in the navigation bar allows you to go to all the folders shared with the user.

Add documents

If the user has been granted write permissions on the folder, the “Add document” button will be enabled and he/she will be able to upload a new document to the folder.

The user will have to drag and drop the files to upload them.

Download all documents in the folder

Use the Download All button to download the contents of the folder.

Preview and download documents

When you click on a document, it will open in a new tab showing both the document and its associated fields.

If the user has been granted write permissions, he/she will be able to edit all the fields. On the other hand, if the permission granted is read permission, the user will only be able to view the document and the contents of the fields, but they will be disabled for editing.

To download the document the user can click on the download button that appears in this view.

Users that do not exist in the equipment

If the user to whom you want to share the folder does not exist in the team, a new user will be automatically created with his or her email address.

For new users, the invitation to the team will be attached along with the invitation to the shared folder.