Finding secure content

As more files and/or folders appear in Safe Share, it can become difficult to locate a specific item. Therefore, you can either:

Search for a specific item by its name or by the owner who shared an item with you and/or
Filter items using the item filters on the left of the main Safe Share page.

To search for a specific item:

Sign in to the Safe Share web application.
In the search box at the top of the main Safe Share page,

begin typing a series of characters contained in any of these item's fields:
- Name
- Owner's email address
- Owner's first or last name
Click the search (i.e. magnifying glass) icon to the right of the search box (or type the 'Enter/Return' key) and the list of items is filtered to those whose name, owner's email address or owner's first/last name contains the subset of characters entered in the search box.

Tip: You can also sort items on the main Safe Share page by clicking the name (in the column header) of the relevant field by which you would like to sort your items. Clicking a field name multiple times toggles between sorting the items (according to that field) in ascending and descending order.

To filter items:

Sign in to the Safe Share web application.
On the left of the main Safe Share page, click:
- All Files to show all items you can access (i.e. no filtering),
- My Files to filter for all items that you own,
- Shared With Me to filter for all items that other people have shared with you as a collaborator or
- Sharing to filter for all items that you have shared with other people.

Note: If your user account does not have the Originator role, then you do not have your own storage space to upload, securely store and share personally owned content using Safe Share. Therefore, clicking the My Files and Sharing filters shows No items found in the list of items area.

Organising content with folders

To help organize your files in storage (managed by the Covata Platform), you can create folders, which also facilitates the ability to share multiple items of your securely stored content with a group of people.

To create a new folder:

Sign in to the Safe Share web application.
Note: If you intend to create a subfolder, then from the main Safe Share page, click through to the folder that will become the parent of the subfolder you wish to create. This parent folder could be a folder that you own, or a folder owned by another Covata user (who has granted you the Manage permissions as a collaborator on this folder). Once you have clicked through one or more folders, a breadcrumb (e.g.

) appears near the top, from which you can click the:
- Link of a parent folder's name (e.g. Shared Folder in the example above) to go to that folder's location.
- Home link to go to the root location of your file area.
Click the top-left

(Create new folder) button.
Specify the name of the folder and click Save to create the folder. The folder is created in the current list of items area.

To add content to a folder:

Ensure you are signed in to the Safe Share web application and click through to the folder to add content to.
Click the top-left Upload button to begin uploading content to this folder.
For more information about uploading content to your list of items, see step 2 of Uploading and storing personally owned content, as well as Uploading content to share through another user's folder.

Tips:

If a folder was created by someone else who has not granted you (as a collaborator on this folder) either the Upload or Manage permissions (via the 'Share' page - see Sharing secure content for more information), then you will not be able to upload any files to that folder.

You can filter your list of files and folders in the list of items area to show only items that you have created or uploaded and securely stored by clicking the My Files filter on the left of the main Safe Share page.

Removing collaborators from content

The Safe Share Compatibility Mode for Web allows you to remove specific collaborators from an item that your own, allowing you to control who can access it.

Note: Accessing the Safe Share web application through a modern web browser provides access to the Unshare feature, which effectively removes all collaborators from your item and its contents. If the item is a folder, the Unshare feature removes all collaborators from the folder as well as from every item contained within that folder. This is different to removing a specific collaborator from a folder, which does not remove this collaborator from any nested items (i.e. contained within that folder) they may have been explicitly added to. The Unshare feature is not available through the Safe Share Compatibility Mode for Web.

To remove collaborators from your securely stored content:

Sign in to the Safe Share web application.
Locate the personally owned file (which you or a collaborator had previously uploaded) or folder to unshare.
Highlight the item, by clicking on the item's row (to the right of its name if the item is a folder) and in the toolbar above the list of items, click the Share button, which opens the item's Share page.
Click the Remove button associated with the email addresses (+ permissions) of the collaborators to be removed.
Click the Save button to complete the change(s).

Renaming an item

An item can be renamed if:

you own the item or
a Covata user has shared the item with you (as a collaborator) with Manage permissions on the item.

To rename an item:

Sign in to the Safe Share web application.
Locate the item to rename.
Highlight the item, by clicking on the item's row (to the right of its name if the item is a folder) and in the toolbar above the list of items, click the Rename button.
In the Edit Name dialog box, specify a new name for the item.
Click Change on this dialog box to complete the change.
Notes:
- If the owner did not grant Manage permissions when they shared the item (or one of its ancestral folders) with you, then upon clicking the Rename button, the message 'You do not have permission to rename this item.' is shown. To determine if you have Manage permissions on a:
  - File (at the root level) - ensure the file is highlighted and if the Collaborators field (within the File Details section on the Details tab) lists your email address (and possibly others), then you have Manage permissions on that file. If this field indicates No collaborators, then you have either the Download or View permissions on the file instead.
  - Folder - first enter the folder and then if the top-left
    
    (Create new folder) button is visible, then you have Manage permissions (on this folder you just entered). Otherwise, you have the Upload, Download or View permissions on the folder instead.
    Tip: If the folder is highlighted and the Collaborators field (within the Folder Details section on the Details tab) indicates No collaborators, then you have either the Download or View permissions on that folder.
  - File (within a shared folder) - ensure the file is highlighted and if the Collaborators field (within the File Details section on the Details tab) lists your email address (and possibly others) AND the top-left
    
    (Create new folder) button is visible, then you have Manage permissions on that file. If both of these conditions are not true, then you have either the Download or View permissions on the file instead.
- If the item is a file, it is not possible to change the file's extension. It is only possible to alter a file name extension with the Safe Share web application before the file is uploaded to the application. Safe Share for Windows may also be used to alter file extensions.

Removing personally owned content

Removing personally owned secure content both:

Removes this content from storage managed by the Covata Platform and also
Prevents other people you have shared this content with from being able to access it.

To remove personally owned secure content from Safe Share:

Sign in to the Safe Share web application.
Locate the personally owned file (which you or a collaborator had previously uploaded) or folder to remove from Safe Share.
Highlight the item, by clicking on the item's row (to the right of its name if the item is a folder) and in the toolbar above the list of items, click the Remove button.

The Safe Share web application prompts you to confirm this removal and upon clicking Remove (on the message box), your item and its content is removed from storage. Any people you shared this item's content with will no longer be able to access the item.

Removing content shared through another user's folder

Removing secure content that you have Manage permissions on, which either you or someone else had previously uploaded to another user's folder both:

Removes this content from storage managed by the Covata Platform and also
Prevents other people who were collaborators on this content from being able to access it.

To remove secure content that you or someone else had uploaded to another user's folder from Safe Share:

Sign in to the Safe Share web application.
Locate the file (which you or someone else had previously uploaded to another user's folder) or subfolder (created within that other user's folder) to remove from Safe Share.
Highlight the item, by clicking on the item's row (to the right of its name if the item is a folder).

Note: To determine if you have Manage permissions on a:
- File (at the root level) - ensure the file is highlighted and if the Collaborators field (within the File Details section on the Details tab) lists your email address (and possibly others), then you have Manage permissions on that file. If this field indicates No collaborators, then you have either the Download or View permissions on the file instead.
- Folder - first enter the folder and then if the top-left
  
  (Create new folder) button is visible, then you have Manage permissions (on this folder you just entered). Otherwise, you have the Upload, Download or View permissions on the folder instead.
  Tip: If the folder is highlighted and the Collaborators field (within the Folder Details section on the Details tab) indicates No collaborators, then you have either the Download or View permissions on that folder.
- File (within a shared folder) - ensure the file is highlighted and if the Collaborators field (within the File Details section on the Details tab) lists your email address (and possibly others) AND the top-left
  
  (Create new folder) button is visible, then you have Manage permissions on that file. If both of these conditions are not true, then you have either the Download or View permissions on the file instead.
If you do not have Manage permissions on a file or folder, clicking the Remove button will instead remove your access to this content.
While the item is highlighted^*, in the toolbar above the list of items, click the Remove button.
^* If the item is a folder, you may need to go up one folder level (after determining permissions on the folder) to re-highlight the folder again.
The Safe Share web application prompts you to confirm this removal and upon clicking Remove (on the message box), the item and its content is removed from storage. Any people who had access to this item's content will no longer have access to it.

Removing your access to secure content (shared with you)

Removing your access to secure content which someone else has shared with you:

Removes this content from your list of items only.
Is similar to the owner of this content removing you as a collaborator from it (see Removing collaborators from content above for more information).

Note: The owner of this content (and anyone else they have shared it with) can still access this content from storage managed by the Covata Platform.

To remove your access to secure content which someone else has shared with you:

Sign in to the Safe Share web application.
Locate the file or folder (which someone else had previously shared with you using the Safe Share web application or Safe Share for Windows) from which to remove your access.
Highlight the item, by clicking on the item's row (to the right of its name if the item is a folder).

Note: To determine if you have Download or View permissions on a:
- File (at the root level) - ensure the file is highlighted and if the Collaborators field (within the File Details section on the Details tab) indicates No collaborators, then you have either the Download or View permissions on that file. If this field lists your email address (and possibly others), then you have Manage permissions on the file instead.
- Folder (as well as Upload permissions on this folder) - first enter the folder and then if the top-left
  
  (Create new folder) button is not visible, then you have the Upload, Download or View permissions (on this folder you just entered). Otherwise, you have Manage permissions on the folder instead.
  Tip: If the folder is highlighted and the Collaborators field (within the Folder Details section on the Details tab) indicates No collaborators, then you have either the Download or View permissions on that folder.
- File (within a shared folder) - if the top-left
  
  (Create new folder) button is not visible, then you have either Download or View permissions on that file. Otherwise, you have Manage permissions on the file instead.
If you have Manage permissions on a file or folder, clicking the Remove button will instead remove this item and its content from storage.
While the item is highlighted^*, in the toolbar above the list of items, click the Remove button.
^* If the item is a folder, you may need to go up one folder level (after determining permissions on the folder) to re-highlight the folder again.
The Safe Share web application prompts you to confirm this removal and upon clicking Remove (on the message box), your access to this item is removed, which also removes the item from your list of items area.
Note: Although the wording on this prompt is 'Item will be removed permanently.', this is not actually the case and only your access to the item is removed.