Managing secure content

Finding secure content

Use Windows Explorer's search features to search for a specific item by its name.

As mentioned earlier, within the Safe Share folder:

• All items that you own are located inside the My Secured Files subfolder.
• Items owned by other people who have shared these items with you (as a collaborator) are located inside the Shared With Me subfolder. Within this folder, items are grouped into subfolders based on the owners who shared these items with you. The names of these subfolders contain the email addresses of their owners and are based on the format:
  Shared By <local-part-of-email-address> - <domain-part-of-email-address>

To search for items that you have shared with other people:

1. Access Safe Share Web.
2. On the left of the main Safe Share page, click Sharing to filter for all items that you have shared with other people.
   From this page, you can perform any of the following Safe Share web application functions:
   • Further search the subset of items (already filtered for those you have shared).
   • Open the 'Share' dialog box on an item to modify the item's collaborators and/or their permissions.
     Tip: You can also modify the permissions of existing collaborators on the item or remove existing collaborators from the item (without having to open this Share dialog box) via the Sharing and Permissions section of the Details tab to the right of the currently selected item.
   • Unshare, rename or remove the item - see the Managing secure content page of the Safe Share User's Guide for the web application for more information.

Organizing content with folders

To help organize your files in storage (managed by the Covata Platform), in the Safe Share folder, you can create folders within the My Secured Files subfolder, which also facilitates the ability to share multiple items of your securely stored content with a group of people. (You can also create folders within the Shared With Me subfolder, assuming you have the appropriate permissions to do so.)

These folders can be created using Windows Explorer's New > Folder feature and added to either:

• The My Secured Files subfolder for organizing your own content and also sharing it with groups of people.
• A target subfolder within the Shared By ... folder (of the Shared With Me subfolder), if you have been granted Upload, Modify or Manage permissions as a collaborator on the target subfolder.
  Note: If you are creating a folder within a target subfolder that you have Upload permissions on, then first create and name the folder outside the Safe Share folder and only then, copy or move this new folder into the target subfolder location.
  Because Windows creates a folder through Explorer in two steps:
  1. create a folder whose initial name is New Folder,
  2. rename this folder to the name you specified,
  Safe Share does not grant Windows permission to perform this 2nd step. Hence, if you create a new folder directly within such a target subfolder, your new folder will be named New Folder (which you do not have permission to change) and you will receive the following warning messages:
  • 'You do not have permission to rename this item' from Safe Share for Windows and
  • 'The file or folder does not exist.' in a Rename message box issued by Windows itself. Ignore this message box and close it by clicking its OK button.

Unsharing secure content

'Unsharing' an item that you own or are a collaborator on (with Manage permissions) effectively removes all or specific collaborators from the item and its contents.

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 4 on selecting permissions for a collaborator (of the Sharing secure content procedure).

To unshare securely stored content you own or are a collaborator on:

1. Access the Safe Share folder for your organization.
2. To unshare:
   • Peronsally owned content, then within the My Secured Files subfolder, locate to the file or folder to unshare.
   • Content owned by another Covata user, then within this other user's Shared By ... folder (inside the Shared With Me subfolder), locate the file or folder (on which you have Manage permissions) to unshare.
3. Do one of the following to begin unsharing this item:
   • To remove all collaborators from the file or folder (including every item contained within this folder):
     1. Right-click on the item and choose Safe Share > Unshare from the pop-up menu.
     2. Click OK on the confirmation message box to complete the change.
     Alternatively,
     1. Right-click on the item and choose Safe Share > Share from the pop-up menu.
     2. In the resulting Safe Share dialog box, click the Unshare button towards the lower left left.
     3. Click OK on the confirmation message box to complete the change. (Be aware that the item is unshared immediately and there is no need to click the Save button on the Safe Share dialog box.)
     If the item was a folder, all collaborators from every item contained within this folder are removed.
   • To remove specific collaborators from a file or folder:
     1. Right-click on the item and choose Safe Share > Share from the pop-up menu.
     2. In the resulting Safe Share dialog box, click the x button associated with the collaborators to remove them from this item.
        
        
     3. Click the Save button to complete the change.
     If the item was a folder, only the specific collaborators whose x buttons were clicked are removed from this folder. Any collaborators set explicitly on any other items contained within this folder remain unaltered.

Note: If you unshare content owned by another user and you remove all collaborators (via the Safe Share > Unshare context menu option) or your own Covata user account from the Safe Share dialog box (whose net result is equivalent to removing your access to content shared with you), then you will lose the ability to subsequently access the Safe Share dialog box for this content. To regain this access, ask the owner of the content (or another collaborator on it with Manage permissions) to share this content with you again (with Manage permissions).

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 either Modify or Manage permissions on the item (which grants you the individual rename permission on the item).

To rename an item:

1. Access the Safe Share folder for your organization.
2. Within the My Secured Files or Shared With Me subfolders, locate the item to rename.
   Note: If you intend to rename an item within a subfolder of Shared With Me, then you must have been granted either the Modify or Manage permissions (which in turn grants you the individual rename permission) when the file (or one of its ancestral folders) was shared with you. You can determine this by right-clicking the item and choosing Safe Share > Show permissions from the resulting pop-up menu:
   
   
   
   For more information about this process, see the procedure on determining if you have permissions to upload content to another user's folder.
3. Use Windows Explorer's file/folder renaming features to rename the item.
   Notes:
   • Unlike the Safe Share web application, Safe Share for Windows permits changes to file name extensions. Be aware, however that changes to the file name extension of a viewable file may result in the file no longer being able to open in the read-only content viewer (including the content viewers of any other Safe Share application).
   • It may take some minutes for this change to be visible to all collaborators.
   • If you are renaming an item within the Shared With Me folder and you receive the following message 'You do not have permission to rename this item', then you were not granted either Modify or Manage permissions when the file (or its parent folder) was shared with you.
     Note: An issue in this version of Safe Share for Windows results in a Windows Rename message box appearing with the message 'The file or folder does not exist.' Ignore this message box and close it by clicking its OK button.

Removing personally owned content

Removing personally owned secure content which you or a collaborator had previously stored/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.

To remove personally owned secure content:

1. Access the Safe Share folder for your organization.
2. Within the My Secured Files subfolder, locate the personally owned file or folder (which you or a collaborator had previously stored/uploaded) to be removed.
3. Right-click on the item (i.e. either a file or a folder) and choose Safe Share > Remove from the pop-up menu:
   
   
   
   Safe Share for Windows 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

You can remove a folder and/or (parts of) its secured content which has been shared with you by another Covata user who granted you either Modify or Manage permissions on this folder. The secured content within such a folder could be content that the owner uploaded, or content that you or someone else had previously uploaded to another user's folder and/or created through folders (using any Safe Share application).

Being granted the Modify or Manage permissions on a folder, along with the implicit inheritance of collaborators and their permissions on items throughout a folder heirarchy, grants you the individual remove permission on the items within this folder.

Removing such content removes it from storage managed by the Covata Platform and therefore prevents the owner, as well as other people who were collaborators on this content from being able to access it.

To remove secure content shared through another user's folder:

1. Access the Safe Share folder for your organization.
2. Within the Shared With Me subfolder, identify/locate the folder for this other Covata user who shared content with you.
3. Within this other user's Shared By ... folder, locate the file (e.g. an item which you or someone else had previously uploaded to a folder of this other user) or subfolder to be removed.
   Note: To determine if you can remove the selected item (i.e. by having the individual remove permission on the item), right-click the item and choose Safe Share > Show permissions from the pop-up menu:
   
   
   
   If you do not have the individual remove permission on this item, then you were not granted either Modify or Manage permissions when the item (or one of its ancestral folders) was shared with you. Therefore, proceeding with the next step will only remove your access to this item and its content.
4. Right-click on the item and choose Safe Share > Remove from the pop-up menu.
   Safe Share for Windows 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 content (shared with you)

You can remove your access to a folder and/or (parts of) its secured content which has been shared with you by another Covata user who granted you View, Download or Upload permissions on this folder. The secured content within such a folder could be content that the owner uploaded, or content that you or someone else had previously uploaded to another user's folder and/or created through folders (using any Safe Share application).

Unlike the Modify or Manage permissions, being granted the View, Download or Upload permissions on a folder, along with the implicit inheritance of collaborators and their permissions on items throughout a folder hierarchy, does not grant you the individual remove permission on the items within the folder.

Therefore, removing your access to such content removes it from your Safe Share folders and is similar to the owner (or a collaborator with Manage permissions) unsharing or removing you as a collaborator from this content.

Note: After removing your access to content shared with you, the owner of this content (and anyone else it has been shared with) can still access this content from storage managed by the Covata Platform.

To remove your access to secure content which another Covata user shared with you through any Safe Share application:

1. Access the Safe Share folder for your organization.
2. Within the Shared With Me subfolder, identify/locate the folder for this other Covata user who shared content with you.
3. Within this other user's Shared By ... folder, locate the file or folder (which someone else had previously shared with you using Safe Share for Windows or the web application) from which to remove your access.
   Note: To determine if you will be removing your access to the selected item (i.e. by not having the individual remove permission on it), right-click the item and choose Safe Share > Show permissions from the pop-up menu:
   
   
   
   If you do have the individual remove permission on this item, then you were granted either Modify or Manage permissions when the item (or one of its ancestral folders) was shared with you. Therefore, proceeding with the next step will instead remove this content.
4. Right-click on the item and choose Safe Share > Remove from the pop-up menu.
   Safe Share for Windows prompts you to confirm your removal as a collaborator on the item and upon clicking Yes, your access to this item is removed.