Using Shared Folders as a Guest User 

This Feature May Not Be Enabled Based on Your Organization's Access Policy.
Organizations that wish to access this feature can contact their customer success manager or workplace provider.

Introduction

The Workplace file system makes it easy for Workplace users to share folders with other people, both inside and outside the Workplace ecosystem. This allows individuals to share and collaborate on files, securely within the Workplace ecosystem.

When a Workplace user shares a folder with an individual outside of the Workplace ecosystem, Workplace will send an invitation to that individual’s email address. The invitation will look something similar to this:
image_preview.png

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Accessing a Shared Folder

  1. Locate email invitation from Workplace.
  2. Click Go to folder.
    This will open the Files section in the Workplace Web App. If this is your first time accessing Workplace, you will need to complete the next few steps first.
  3. On the Welcome to Workplace webpage, click Let’s get started!
  4. Enter your mobile phone number.
    Workplace will send a verification code to the mobile phone number.
    Note: The mobile phone number entered must match the mobile phone number used, by the Workplace user, to create the Workplace invitation. If the phone number does not match, contact the Workplace user to re-invite with the correct phone number.
  5. Enter the 6-digit code you received on your mobile phone number.
  6. Click Verify code.
  7. Edit your first and last name and click Verify name.
  8. Enter a secure password and click Create password.
    image_preview__1_.png
  9. Note the email address and password used to create your Workplace account and click Sign in.
    This will open the Files section in Workplace Web App.
  10. Click on the name of the shared folder to access the shared content.

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Downloading a File from a Shared Folder

  1. Navigate to login.venn.com and sign in with valid credentials.
    Workplace will send a security code to the mobile phone number connected with the account.
  2. Enter the 6-digit code you received on your mobile phone number.
  3. Click Activate.
  4. Click on the desired folder.
  5. Click on the name of the desired file.
  6. Click Download.
    Workplace will download the file to your computer.
    image_preview__2_.png

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Uploading a File to a Shared Folder

When a Workplace owner shares a folder with a guest user, they have the option to provision that guest user with editor permissions. With editor permissions, a guest user can view, download, upload and delete files in the shared folder.

  1. Navigate to login.venn.com and sign in with valid credentials.
    Workplace will send a security code to the mobile phone number connected with the account.
  2. Enter the 6-digit code you received on your mobile phone number.
  3. Click Activate.
  4. Click on the desired folder.
  5. Click on New.
  6. Select Upload. Select Files…
  7. Select the file to upload and click Open.
    Workplace will not overwrite existing files. If a file with the same name exists, Workplace will adjust the filename to indicate a file with the same filename is being uploaded.
    image_preview__3_.png

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Deleting a File from a Shared Folder

When a Workplace owner shares a folder with a guest user, they have the option to provision that guest user with editor permissions. With editor permissions, a guest user can view, download, upload and delete files in the shared folder.

  1. Navigate to login.venn.com and sign in with valid credentials.
    Workplace will send a security code to the mobile phone number connected with the account.
  2. Enter the 6-digit code you received on your mobile phone number.
  3. Click Activate.
  4. Click on the desired folder.
  5. Click on the name of the desired file.
  6. Click Delete.
  7. Click Confirm delete.
    image_preview__4_.png

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Modified Access to a Shared Folder

Once a project or task is completed, a Workplace user can choose to modify guest access to a shared folder. When access for a guest is modified, Workplace will send a notification to that guest’s email address. The notification will look something similar to this:
image_preview__5_.png

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Email Notifications When the Content Of a Shared Folder Is Modified

Workplace will notify all guest users, via email, when the contents of the shared folder is modified by a Workplace user. Modifications include:

  • Creating a new document
  • Updating or deleting an existing document
  • Renaming a document
  • Moving a document to another folder

Workplace will notify all Workplace users, via email, when the contents of the shared folder is modified by a guest user. Modifications include:

  • Creating a new document
  • Updating or deleting an existing document
  • Renaming a document
  • Moving a document to another folder

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