How To - Control File Cabinet Visibility in a Groupsite

Posted by Shaun / on 12/08/2008 / 5 Comments

Categories: How To

Intro

By default, the File Cabinet in a Groupsite follows the same visibility rules as the Groupsite itself.

If the Groupsite is private, the file cabinet is private and its contents can only be seen by members. If a Groupsite is public, so are the files in the File Cabinet.

Sometimes, you may upload files (such as images) into a private File Cabinet and then decide you want to use them as links in your external website or blog. Problem is, if they are in a private File Cabinet, non-members will not be able to see them on the web. Or, if you've included a graphic in an Email blast, members won't see the image in that message if they're not logged in to the Groupsite when they read it.

This also happens in Groupsites that have "limited" visibility (where non-members can see the SUMMARY page only).  If you embed a graphic image in a module on the SUMMARY page and a non-member comes to visit, they will not see that image.

To make such files (usually images) visible, you can over-ride the default file visibility settings at a Groupsite or even at a file folder level.

This allows you to loosen controls (allow some files in a private group to be visible by non-members) or tighten controls (allow members only to view files even in a public Groupsite).

Global Settings

Global Settings allow you to change the default permissions on all of the folders (and files within them) that are in your group’s File Cabinet. 

You can locate these global Files and Media Permission controls by going to the MANAGER tab and click on the GROUP SETTINGS sub-tab; click on the Permissions Controls link; then, scroll down to the “Files and Media Permissions” section of the page.

You’ll have 3 choices:

__ Default (follows Groupsite visibility)

__ Only members may download

__ Anyone may download  (files are publicly linkable to non-members)


Folder Settings – (Overrides default / global settings)


In addition to global settings, Edit buttons located within your File Cabinet allow you to control visibility at an individual FOLDER level. Permissions set at the Folder level will override your File and Media Permissions default (global) settings. Click on the cogwheel icon located to the right of any FOLDER within your File Cabinet to manipulate your Folder level settings.


There are 3 choices for visibility at the Folder level:

__  Only visible to group manager

__  Default (follow File Cabinet visibility)

__  Non-members can view (download) files


When you change the visibility setting of a Folder, this setting will apply to all of the sub-folders within that folder. For example, if you choose to make a folder “Only visible to a group manager,” any files within this folder will also only be visible to a group manager.  However, if you want to make some of the sub-folders and their contents visible to members or even non-members, you can change the visibility setting of the sub-folder(s) at any time by using the Edit (cogwheel) button. 

 

Here's a quick video that shows you how:

 

 

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Comments

  • Sanjay says:

    Shaun,

    Thanks for the Latest update. I have a question. How do I implement the following in my Group Site.

    * I would like all Members to view and download Files from the File Cabinet.
    * Only Group Managers can upload files EXCEPT ONE DIRECTORY.
    * The Exception Directory is used for the members to upload Files in their Discussions.

    I am trying to implement this for a while and did not work until now.

    December 9, 2008 at 8:50 AM | Permalink

  • Angela says:

    That's great, however I am writing a blog and want to include a hyperlink directly to a file cabinet folder. It will not allow me to link directly to a sub folder, it just takes me to the main folder page on my groupsite. Can anyone help?
    Thanks!

    November 24, 2009 at 5:20 PM | Permalink

  • Andrew says:

    How do I change the default folder in the filing cabinet (i.e. I want to change the default opening folder from "Group files" as it is now to another of the folders that I have created.

    March 15, 2011 at 7:58 AM | Permalink

  • Leah says:

    Is it possible to have a folder visible to everyone but the files only visible to managers? We are hoping for something like this in order to let members submit homework files. Thanks.

    September 6, 2012 at 2:52 PM | Permalink

  • Leah says:

    PS - created a folder with visibility "only visible to group managers" but the note below still says "All members will be able to see this folder and its files." Shouldn't that note say "Only managers will be able to see this folder and its files."?

    September 6, 2012 at 2:53 PM | Permalink

 

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