Filtering items using the item filters at the top-left of the main Safe Share page.
Although these features work with items in your current organization only, they become useful as increasingly more items are added (either by yourself or shared with you by other people) within your organization/s.
If the Home icon at the top-left indicates the word 'Home' and no drop-down icon is indicated, skip to the next step. (This indicates that you are a member of only one organization.) Otherwise, the name of your current organization is indicated, from which you can either:
skip to the next step to search an item from this organization, or
search an item from a different organization (you are a member of) by changing your organization before continuing on.
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 in your organization 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. Tips:
To clear your search results, click the Clear Search link at the top of the main Safe Share page.
To clear the search box, click the x icon that appears after typing one or more characters.
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 rotates through sorting the items (according to that field) in ascending, descending, followed by natural order (which is ascending order by the item's Name field).
If the Home icon at the top-left indicates the word 'Home' and no drop-down icon is indicated, skip to the next step. (This indicates that you are a member of only one organization.) Otherwise, the name of your current organization is indicated, from which you can either:
skip to the next step to filter items from this organization, or
filter items from a different organization (you are a member of) by changing your organization before continuing on.
At the top-left of the main Safe Share page, click the All files drop-down and choose:
My files to filter for all items (at/from the root level) that you own within your organization,
Sharing to filter for all items within your organization that you have shared with other people.
Choose the default All files option to show all items within your organization you can access from the root level.
Note: If your user account does not have the Originator role for your (current) organization, then the All files (and other filters) drop-down will not be available because you do not have your own storage space to upload, securely store and share personally owned content within this organization.
Organizing content with folders
To help organize files within your organization 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.
If the Home icon at the top-left indicates the word 'Home' and no drop-down icon is indicated, skip to the next step. (This indicates that you are a member of only one organization.) Otherwise, the name of your current organization is indicated, from which you can either:
skip to the next step to create a folder within this organization, or
create a folder within a different organization (you are a member of) by changing your organization before continuing on.
If you intend to create a subfolder from the root level, 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:
Ellipsis symbol ('...') to expand the entire folder hierarchy (i.e. to reveal Shared Folder in the example above), since only the root and current (i.e. Other above) folder locations are indicated after each change in folder location.
Link of a parent folder's name (i.e. Shared Folder from Other above) to go to that folder's location.
The Home icon or its adjacent Home link (or the linked name of your current organization) to go to the root location of your file area.
Click the top-left Folder button.
In the Create new folder dialog box, specify the name of the folder and click Save to create the folder. The folder is created in the current list of items area within your organization.
To add content to a folder:
Ensure you are signed in to the Safe Share web application, are in the appropriate organization and if necessary, click through to the folder to add content to.
Do either of the following:
If the folder that you own is visible in the list of items area, drag one or more file/s over the folder to upload the file/s to it in storage. The folder highlights a different color to indicate that the file/s will instead be uploaded to that folder instead of the file area's current location. Tip: You can also do this with a subfolder you are a collaborator on, whose owner has granted you either Upload or Manage permissions on the parent folder.
If the list of items area displays the contents of the current folder, then drag the file/s onto this area. A message appears at the top, indicating that the file/s is/are ready to upload.
You can filter your list of files and folders in the list of items area to show only your items that you have uploaded and securely stored by choosing the My filesfilter (from the All files drop-down) at the top-left of the main Safe Share page.
Unsharing secure content
'Unsharing' an item that you own effectively removes all or specific collaborators from the item and its contents, so that only you as the owner of this item can control who can access it.
Using Safe Share's Unshare feature on a folder removes all collaborators from not only this folder, but also all collaborators from every item contained within this folder (which had been set explicitly on these items). For more information about explicit versus implicit sharing, refer to the Note at the end of step 6 on selecting permissions for a collaborator (of the Sharing secure content procedure).
If the Home icon at the top-left indicates the word 'Home' and no drop-down icon is indicated, skip to the next step. (This indicates that you are a member of only one organization.) Otherwise, the name of your current organization is indicated, from which you can either:
skip to the next step to unshare an item from this organization, or
unshare an item from a different organization (you are a member of) by changing your organization before continuing on.
Locate the personally owned file (which you or a collaborator had previously uploaded) or folder to unshare.
Do one of the following to begin unsharing this item:
To remove all collaborators from this item, either:
Right-click on the item's row and choose Unshare from the pop-up menu:
OR
Select the item, by clicking on the item's row (to the right of its name if a folder):
In the toolbar area near the top of the page, click the More drop-down and choose Unshare.
To remove specific collaborators from this item, either:
Select the item.
In the Sharing and Permissions section of the Details tab on the right, locate the appropriate collaborators' email addresses and from their respective Permission drop-downs, choose Remove user.
OR
Right-click on the item's row and choose Share from the pop-up menu.
On the Share dialog box, click the Remove link associated with the collaborator/s to remove from this item.
Click Share to record your modifications on this dialog box.
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 Managepermissions on the item.
If the Home icon at the top-left indicates the word 'Home' and no drop-down icon is indicated, skip to the next step. (This indicates that you are a member of only one organization.) Otherwise, the name of your current organization is indicated, from which you can either:
skip to the next step to rename an item from this organization, or
rename an item from a different organization (you are a member of) by changing your organization before continuing on.
Do one of the following to begin renaming this item:
Right-click on the item's row and choose Rename from the pop-up menu:
Note: If the Rename menu option is missing, then it is not possible to rename this item as its owner did not grant you Manage permissions when they shared the item (or one of its ancestral folders) with you. OR
Select the item, by clicking on the item's row (to the right of its name if a folder):
In the toolbar area near the top of the page, click the More drop-down and choose Rename. Note that this option will not be available if the owner did not grant Manage permissions when they shared the item (or one of its ancestral folders) with you.
In the Rename File/Folder dialog box, specify a new name for the item. Note: 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. Note that Safe Share for Windows may be used to alter file extensions after files have been uploaded.
Click Save to complete renaming the item.
Moving an item
Files and folders (i.e. items) can be moved from one location to another, all of which are accessible from the items area of the main Safe Share page (within your organization).
As a Covata user, you can move:
An item that you own to:
another folder you own (or the root location of the items area) or
a folder owned (and shared with you) by another Covata user who granted you Managepermissions on this folder.
An item contained within a folder owned (and shared with you) by another Covata user (who granted you Manage permissions on this folder) to any subfolder of this folder. You require Manage permissions on the item and the target folder to which you are moving the item - i.e. the owner must not have reduced your permissions on the item you are moving and the target folder. Note: Although a Covata user may have granted you Manage permissions on two separate folder hierarchies, it is not possible to move an item from one of these folder hierarchies to the other.
Removing personally owned content
Removing personally owned secure content which you or a collaborator had previously uploaded (using any Safe Share application), 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.
If the Home icon at the top-left indicates the word 'Home' and no drop-down icon is indicated, skip to the next step. (This indicates that you are a member of only one organization.) Otherwise, the name of your current organization is indicated, from which you can either:
skip to the next step to remove an item from this organization, or
remove an item from a different organization (you are a member of) by changing your organization before continuing on.
Locate the personally owned file or folder (which you or a collaborator had previously uploaded/created). Tip: To ensure you are only working with your own items in the list of items area, click the All files drop-down at the top-left of the main Safe Share page and choose the My filesfilter.
Do one of the following to begin removing this item:
Right-click on the item's row and choose Remove from the pop-up menu:
OR
Select the item, by clicking on the item's row (to the right of its name if a folder):
In the toolbar area near the top of the page, click the 'Remove' icon
in the toolbar area near the top of the page.
The Safe Share web application prompts you to confirm this removal and upon clicking Yes, 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
If the Home icon at the top-left indicates the word 'Home' and no drop-down icon is indicated, skip to the next step. (This indicates that you are a member of only one organization.) Otherwise, the name of your current organization is indicated, from which you can either:
skip to the next step to remove an item from this organization, or
remove an item from a different organization (you are a member of) by changing your organization before continuing on.
Locate the file (which you or someone else had previously uploaded to another user's folder) or subfolder (created within another user's folder) to be removed. Tip: To ensure you are only working with items that other Covata users have shared with you, click the All files drop-down at the top-left of the main Safe Share page and choose the Shared with mefilter on the left of the main Safe Share page to show only items (i.e. including folders) that other users have shared with you.
Do one of the following to begin removing this item:
Right-click on the item's row and choose Remove from the pop-up menu:
Note: If the Move and Rename menu options are missing (and Access within the File/Folder Details section of the Details tab does not indicate the Manage permissions icon), then the owner of this item did not grant you Manage permissions when they shared the item (or one of its ancestral folders) with you. Therefore, clicking Remove in this situation will remove your access to this content. OR
Select the item, by clicking on the item's row (to the right of its name if a folder):
In the toolbar above the list of items, click the Remove button. Note that if the More menu (with its Move and Rename options) is missing and Access within the File/Folder Details section of the Details tab does not indicate the Manage permissions icon, then the owner of this item did not grant you Manage permissions when they shared the item (or one of its ancestral folders) with you. Therefore, clicking Remove in this situation will remove your access to this content.
The Safe Share web application prompts you to confirm this removal and upon clicking Yes, 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 (through any Safe Share application):
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 Unsharing secure 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 through Safe Share:
If the Home icon at the top-left indicates the word 'Home' and no drop-down icon is indicated, skip to the next step. (This indicates that you are a member of only one organization.) Otherwise, the name of your current organization is indicated, from which you can either:
skip to the next step to remove your access to an item from this organization, or
remove your access to an item from a different organization (you are a member of) by changing your organization before continuing on.
Locate the file or folder (which someone else had previously shared with you using the Safe Share web application, including Safe Share for Windows, OS X, iOS and Android applications) to be removed from your list of items. Tip: To ensure you are only working with items that other Covata users have shared with you, click the All files drop-down at the top-left of the main Safe Share page and choose the Shared with mefilter on the left of the main Safe Share page to show only items (i.e. including folders) that other users have shared with you.
Do one of the following to begin removing this item:
Right-click on the item's row and choose Remove from the pop-up menu:
Note: If the Move and Rename menu options are present (and Access within the File/Folder Details section of the Details tab indicates the Manage permissions icon), then the owner of this item granted you Manage permissions when they shared the item (or one of its ancestral folders) with you. Therefore, clicking Remove in this situation will instead remove this content. OR
Select the item, by clicking on the item's row (to the right of its name if a folder):
In the toolbar above the list of items, click the Remove button. Note that if the More menu (with its Move and Rename options) is present and Access within the File/Folder Details section of the Details tab indicates the Manage permissions icon, then the owner of this item granted you Manage permissions when they shared the item (or one of its ancestral folders) with you. Therefore, clicking Remove in this situation will instead remove this content.
The Safe Share web application prompts you to confirm this removal and upon clicking Yes, your access to this item is removed and the item is removed from your list of items area.
