E:104.05 - Sharing a Folder with Guest Users in Workplace for Browsers

A major feature of Workplace Files is the ability to share folders with guest users. Our two-way folder sharing brings the senders and the recipients to one platform, Workplace for Browsers.

Sharing is secure because the data is always encrypted during transit.

Sharing a folder with guest users takes a few steps initially because of some security protocols, but once they have a Workplace account created, all they have to do is log in to Workplace for Browsers to view the folder. The benefit to Guest users is that they can view folders shared by multiple people and companies that use Workplace without switching teams or modes. This reduces the time it takes to find their files.

Let's see how it works!

Share a Folder with a Guest User

  1. Sign in to Workplace for Windows or macOS, then click the icon-genericbrowser.svg icon, which will take you to Workplace for Browsers.
  2. Click Files in the left sidebar. 
  3. In the Folder list, hover your mouse to the right of the name and click the Sharing button.

    Files_Sharing_button.png

  4. Enter the email address of your guest user, and then click Invite a new guest user to this folder.

    Sharing_Guest_User_type_name.png

  5. A window will appear asking for the guest user's name and cellphone number so they can later receive an SMS code for 2-step authentication.

  6. Click Add new guest.


    Sharing_Guest_User_contact_info.png

  7. Click Add.

    Sharing_Guest_User_Add.png
  8. Here are the permissions you would select for your collaborators:

    Sharing_Guest_User_Permissions.png
    • Viewer: viewing simply means previewing the document within Workplace for Browser, or downloading the file to your local drive.
    • Editor: In addition to viewing and downloading files, Editing allows the collaborators to upload files to the share folder.
  9. You can also include a message while sharing. Click Share folder to finish.

    Sharing_Guest_User_Message.png
    Remember: you haven't shared the folder until you click the Share Folder button at the bottom of the window. If you click the X in the top right of the window, that will cancel sharing.

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Guest User Workflow

The Guest User will receive an email invitation, where they will click on the Go to Folder button.

Sharing_Guest_User_Email.png

  1. This link opens the Workplace Welcome page, and the guest user will click Let's get started!!

    Sharing_Guest_User_Lets_get_started.png
  • First, they'll enter their mobile number, and click send code for their 2-step authentication. The mobile number has to match the number you input during the invitation process.

    Sharing_Guest_User_verify_mobile.png
  • Guest will review the given first and last names and click Verify name. They can always input a different name if there was an error and the button will read Update name.


    Sharing_Guest_User_verity_name.png

 

  • Once verified, they will be asked to create a password for their unique Workplace account.

    Sharing_Guest_User_create_password.png

 

  • When the account has been created successfully, they can click sign in.
    Sharing_Guest_User_account_created.png

  • A pared-down Workplace for Browsers window will open, with only the shared folder and its contents in view. 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


    Sharing_Guest_User_Workplace_folder.png
  • To sign back in to Workplace, the guest user will open a browser and type the url os33.os33.com. In the sign in screen, they will enter their username and password, which is their email address and the password they have created. They can expect to verify the account using their mobile phone for 2-step authentication in order to gain access to the file.

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View or Edit a Shared Folder

Click the Sharing button to the right of the folder to check the status of invitations, change collaborator permissions and remove collaborators:

Sharing__Guest_User_Shared_Folder_View.png

  • Check the status of invitations, Pending or Accepted, cancel invites and remove collaborators, and get a quick overview of the collaborators in the folder and their permissions
  • As an owner, you have flexibility within your shared folder. For instance, if you have a guest user who has Editing permission so that they can upload files to the shared folder, you can always switch them to Viewer if you've received what you need and no longer wish for them to upload files. You can, of course, remove them altogether from the shared folder once you have received their documents, or add others to the folder with Viewing, Editing or Co-owner status.

Click here to learn how to share a folder with a co-worker.

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