Create a folder to organize the files stored on your account. You have granular control of who can access files stored in a given folder, including the ability to control download and upload permissions.
If you’re looking for information on Folder Options, click here.
In order to create a subfolder, you must have upload permissions in the parent folder. To create a folder:
- Access the green Action Button and select Create Folder.
- Enter a folder name, description (optional) and a drop-down menu to add users.
- If you would like to allow other users to access this folder with specific permissions, click the checkbox for Add People to Folder. Leave this box unchecked if you do not wish to add users at this time, or if you plan to add users at a later date.
- ShareFile does not allow you to have duplicate folder names on the root of the account or in the same parent folder.
- Click Create Folder.
- To create a subfolder, repeat the above steps. If you wish to create another folder at the same level as the previous folder, you will need to navigate back to the original folder and repeat these steps.
Share Your Folder with Others
Click here for information on how to share your folder with other users.
Create Folders in Bulk
The Bulk Folder Upload is designed for customers who want each of their clients to have their own folder within their account. The Bulk Folder Upload will add your client users to your ShareFile account, provide them with login information, and create folders for each client to access.
Click here to download the Bulk Folder Upload template. Please enter the following information in the provided columns:
- Password (if left blank, the client will receive a randomly generated password)
When filling out the spreadsheet do not change the spreadsheet name or any of the column titles. This will cause an error in the upload.
Send the completed spreadsheet to ShareFile Customer Support with the following information:
- Which root-level folder the new client folders will be created under
- Who will be the Owner of the new Folders (either you or another Employee)
- Which permissions and settings the client users should have. These include:
- Ability to change their passwords
- Add the user to the company Shared Address Book
- Users can download from their folders
- Users can upload from their folders
- Can delete
- Users are Folder Administrators
- Users can receive download notifications
- Users can receive upload notifications
You will also need to let ShareFile Customer Care know if the Welcome Email should be customized and if you want this sent out to all your new users at one time. Alternatively, you may send out the Welcome Email manually through the Manage Users link in your account.
You may submit the above request directly by clicking here: https://www.sharefile.com/support
Folder Creator vs Folder Owner
When a folder is created by a user, the creator will be listed as the Creator of the folder when viewing the folder as an individual item. Once you have navigated within that folder, you can view the current folder owner in the Folder Access pane at the bottom of the page. If a user created a folder, but has been removed from the account, that user will still be listed as the Folder Creator. However, Folder Owner will be changed when the deleted user’s folders and files have been reassigned to another user.
(The Creator Column denotes the original folder creator)
(The current owner of the folder is denoted in the Folder Access pane)
Available Folder Options
Folder Options can be accessed in the More Options menu when viewing a folder.
File Retention Policy
The File Retention Policy determines how long files are retained in a specific folder. You can set a default file retention policy for all newly created folders if you are an administrator for the account. To set a policy, click into the root level folder you would like to set the policy on. You have the option to have files deleted 1 day, 7 days, 14 days, 30 days, 60 days, 90 days, 6 months, 1 year or 2 years after they are uploaded.
This applies to all files in the root level folder, as well as all files within the subfolders.
Account-wide default settings can be configured by an account Admin in the Advanced Preferences menu. When changing the account-wide setting, the new setting will only apply to newly created folders and not previous folders in your account.
Will I be notified before my policy deletes my files?
Before files or folders are removed, a warning message is shown in the following locations:
Retention Policy FAQ
If you set both a folder expiration date and a file retention policy, the most restrictive policy will take effect.
For example, if the folder expiration date is set to one week from today’s date and the file retention policy is set to 30 days then the folders and all its contents will be deleted under the one week policy.
When moving files and folders, they will inherit the new parent/root level folder’s policy.
For example, if you move a file from your File Box into a folder with a retention policy of 90 days, then the file will inherit a expiration date of 90 days from its uploaded date.
When setting a new policy or changing a policy on an existing folder there will be an automatic 7 day warning.
For example, if you uploaded a file six months ago and today set a file retention policy for 30 days, then the file will be set to delete in 7 days to avoid any accidental deletions.
Will the File Retention Policy delete all subfolders?
No – the files contained within the folders will be removed, but the empty folder will remain. To have folders automatically removed, try using a Folder Expiration Date lower down in this article.
What happens to files removed by retention policy?
Files and folders deleted by a retention policy are permanently removed. Files removed by retention policy cannot be restored from the Recycle Bin.
It is possible to customize the retention policy of the Personal Folders section of your account via the Edit Folder Options link. Any changes made to the File Retention policy of your Personal Folders will supersede account-wide File Retention policy settings. If you do not want your users to have this ability, please contact ShareFile Customer Support to have this setting disabled.
Folder Expiration Date
Items deleted via Expiration Policy cannot be restored from the Recycle Bin. To set a specific date on which a folder and all files contained within it are deleted:
- Access the folder you wish to delete.
- Access More Options beside the folder name and select Advanced Folder Settings.
- Under Folder Expiration Date, use the calendar or date format to specify the expiration date.
Sort Files in a Folder
Files can be sorted by clicking on any header within the folder. The options are by Title, Mb, Uploaded date, or Creator. Folder Admins can change the default sort order in the Advanced Folder Options menu. Account Administrators can set account-wide sorting defaults in the Admin Settings section of their account, in Advanced Preferences.