Manage Eshare

This section applies to account managers or users with additional permissions, and only if your account has the Eshare license.

You can use this feature if your user role has permissions to access Eshare. Depending on the permissions selected in the Eshare section of your role, you can view and manage the Eshare files, such as adding the files and sharing the files. You can also add tags and categories to the Eshare files for categorization.

This section contains the following topics:

• Manage Global Tag
• Create User Tag
• Create Category
• Manage Eshare

Manage Global Tag

The Global tag feature of Eshare allows you to add names to global tags. The global tag is used to filter the Eshare files at an organization level. You can add the global tags while uploading an Eshare file. Perform the following steps to manage global tags:

1. On the side navigation bar, select Eshare. The Files page appears with a list of Eshare files you have created.
2. Select Settings > Global tag. The Global tag page appears.
3. From the list of global tags, enter the name for the global tag you want to assign to the Eshare files.

   Note: Tag names support letters (A–Z, a–z), numbers (0–9), blank spaces such as a space, tab, or a new line, and the following special characters: dot (.), backslash (\), underscore (_), and hyphen (-).

   Note: You can add names for up to 10 global tags that are listed in the Global tag page.

4. Select Update. A name for the global tag is added.

Create User Tag

The User tag feature of Eshare allows you to create user tags to filter the Eshare files at a user level. You can add the user tags while uploading an Eshare file. Perform the following steps to create user tags:

1. On the side navigation bar, select Eshare. The Files page appears with a list of Eshare files you have created.
2. Select Settings > User tag. The User tag page appears.
3. In the User Tag box, enter the name for the user tag.
4. Optionally, select Add user tag to add a new user tag.

   Note: Tag names support letters (A–Z, a–z), numbers (0–9), blank spaces such as a space, tab, or a new line, and the following special characters: dot (.), backslash (\), underscore (_), and hyphen (-).

   Note: You can add up to five user tags.

5. Select Update. The user tag is added.

Create Category

The Category feature of Eshare allows you to create categories to segregate the Eshare files. You can add a category while uploading an Eshare file. Perform the following steps to create a category:

1. On the side navigation bar, select Eshare. The Files page appears with a list of Eshare files you have created.
2. Select Settings > Category. The Category page appears.
3. In the pane on the left side, select Add Category. The Add Category dialog appears.
4. In the Category name box, enter the name of the category.

   Note: Category names support letters (A–Z, a–z), numbers (0–9), blank spaces such as a space, tab, or a new line, and the following special characters: dot (.), backslash (\), underscore (_), and hyphen (-).

5. Select Add Category. The category is created.

Manage Eshare

The Eshare > Files feature of Eshare allows you to add an Eshare file, share the file, and assign tags and category. This feature also allows you to rename, assign category, copy, download or delete an existing Eshare file. Perform the following to manage Eshare files.

1. On the side navigation bar, select Eshare. The Files page appears with a list of Eshare files you have created.

   

2. Perform the following steps to view the Eshare files created in your organization:
   1. In the pane on the left side, select one of the following from the My Files drop-down list.
   • All Files: To view the Eshare files you have created and shared with you. Account managers can see all user files, including private files and files created by former users.
   • Deleted User's Files: To view the Eshare files created by former users. Only account managers can see this option in the drop-down list.
   • My Files: To view Eshare files you have created.

   Note: To view details of users a file is shared with, select the Right Arrow icon next to the shared file name.

3. Perform the following steps to add an Eshare file, share the file, and assign tags and category:
   1. In the pane on the left side, select Upload file. The Upload file dialog appears.
   2. In File name, enter the name for the file.
   3. From the Permission drop-down list, select one of the following options:
      • Read-only: Allows to open the file in read-only mode. You can update the file to run it but cannot save the updated file to the Eshare server.
      • Read / Write: Allows to update the Eshare file.
   4. From the Mode dropdown list, select one of the following options:
      • Private: To not share the file with other users.
      • Shared: To share the file with the specified users or groups.
        • Select Users and select the users from the Share file to users drop-down list. To select all users, select the checkbox next to the Search user field. To clear your selection, clear the checkbox. The users selected to share the files appear in the Assigned Users section
        • Select Groups and select the groups from the Share file to groups drop-down list. To select all groups, select the checkbox next to the Search group field. To clear your selection, clear the checkbox. The selected groups appear in the Assigned Groups section.

          Note:

          1. If a user belongs to more than one group that has access to the file, they receive the highest permission level granted across those groups. For example, if one group has Read Only access and another has Read/Write access, that user receives Read/Write access.
          2. A user's EShare role permissions always override group sharing permissions. If a user's role does not allow access to a file, they cannot access it even if the file is shared with their group
          3. A file owner can always edit the file, even if their group is set to Read Only.
          4. Inactive users cannot access the file, even if they are members of a group with sharing permission.
   5. Optionally, add a category from the Assign category to file dropdown list to the Eshare file you are adding.
   6. Optionally, add a Global tag to the Eshare file you are adding.
   7. Select the Eshare file in the Choose file section.
   8. Select Upload file. The Eshare file is added.
4. Perform the following to rename, assign a category, copy, download, or delete an existing Eshare file:
   1. From the Eshare > Files page, select the check box next to the Eshare file you want to manage. A drop-down with the number of Eshare files you have selected appears on the left pane.

      

   2. In the drop-down list, select the appropriate icon from the following:

      Icon	Description
      	To rename the selected Eshare file.
      	To add category to the selected Eshare file.
      	To copy the selected Eshare file.
      	To change the owner of the selected Eshare file.
      	To download the selected Eshare file.
      	To delete the selected Eshare file.