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Sharing files

Introduction to file sharing

You can use Workfront Proof for more than just managing proofs. It is also an ideal solution for storing and sharing files.

A wide range of files can be shared using Workfront Proof. Shared files can be tagged and organized into folders.

Who can share a file?

Billing Administrators, Administrators, Supervisors and Managers can share a file:

NOTE Observers cannot share files (See Profiles and permissions).


Sharing a file from the new file page

You can add people to a file on the New file page, as follows:

  • On the New file page, scroll down to the Share section (1)
  • Enter the email address(es) and click the Plus icon to add the recipient - your contacts, groups and partners will appear automatically in the auto-complete field (without having to click the plus icon)*
  • Click Save

* If you select a group or partner from the auto-complete field, all contacts in that group or partner organization appear. You can then delete the people you do not wish to share the file with.

You can choose whether or not to send people an email alert about the new file, and also add a custom message to this email. The email alert will contain a personal URL which will take them to a page where they can download the file.

NOTE You will not be able to choose roles for the people added to the file. If you would like people to be able to review/approve the file, you will first need to convert it to a proof.
New_File_-_Sharing.png

Sharing a file from the file details page

You can add people to a file from the File details page, as follows:

  • On the File details page, click the Share button (1) at the top of the page
  • The Share this file popup will appear

File_Details_Share.png

Sharing a file from the views page

You can add people to a file via the Views page, as follows:

  • Go to the Views page (1)
  • Click on the arrow to the right of the relevant file to open the Actions menu (2)
  • Choose Share (3)
  • The Share this file popup will appear

Sharing_a_file_from_the_All_Items_page.png

Share this file pop up box

To add people to the file:

  • In the Share section, enter the email address(es) of the people you'd like to share the file with and click the plus icon.
  • Your contacts, groups and partners will appear automatically in the auto-complete field, without having to click the plus icon (1) *
  • Choose whether or not to send an email notification to people (2), and add a custom message and subject (if desired) (3)
  • Click Save (4)

*If you select a group or partner from the auto-complete field, all contacts in that group or partner organisation will appear. You can then delete the people you do not wish to share the file with.

If you chose to send people an email alert, the email will contain a personal URL which will take them to a page where they can download the file.

NOTE You will not be able to choose roles for the people added to the file. If you would like people to be able to review/approve the file, you will first need to convert it to a proof.

Share_This_File.png

Files shared with you - email containing personal download URL

If an email notification was sent (it is optional), then it will contain a message (1) (if added), a personal download URL (2) which will allow the recipient to download the file, and file details (3).

To download the file, the recipient simply needs to click the Download file button.

File_Sharing_Email_Notification.png

View the file in the views page

Any file that's been shared with you will appear in the Views page of your account.

You can filter the files by expanding the Views dropdown menu in your sidebar (1) and choosing Shared files from the list (2) or by setting the same option in main Views page (3).

Files_in_All_Items.png

Search for shared files

You can search for any file that's been shared with you based on the following criteria:

  • File name
  • Description (message associated with a Proof)
  • Tag name

Also see Search.