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About Secure Shared Folders

Overview of the UNSW File Service’s shared folder hierarchy
The UNSW File Service contains a pre-defined structure of shared folders based on existing UNSW organisational structures, groupings and roles. For example, every faculty and division has a shared folder in its name. Inside each of these shared folders are a sub-set of shared folders relating to that faculty or division’s organisational structure, such as school or departmental folders. Within these school or departmental folders are a sub set of folders specific to that school or department such as organisational units, research groups, committees and student-course related topics etc.

All folder structures and individual access rights in the file service are based on Groups as detailed below.

Which Shared Folders can I access now?
Generally, if you are a pre-existing member of a major group, such as a school, department or faculty, you should already have access to that school, department or faculty’s shared (or common) folders. If you are a member of a subgroup such as a research group or committee with its own shared folder, you should also have access to that group’s Shared Folder by default.

Why can't I see all the shared folders in the file service or why can others see different folders than I can?
Only those folders you have been granted access rights to will appear in your file list when you access the shared folders area.

What can I create, edit or delete in the File Service?
If you are an existing member of a group with its own Shared Folder and have default full access rights, you should be able to create new folders within that shared folder and add, edit or delete documents within the group’s shared folder and its subfolders.
However, once you go outside of the shared folder/s you have access rights to (ie. higher up in the folder hierarchy), you cannot create new folders yourself. You need to request this via one of the forms below.

Who owns the various shared folders in the File Service?
Each existing shared folder in the File Service is owned by the organisational unit the shared folder represents. The owners (or delegated administrators) of these folders approve which groups can access these shared folders and what level of access they will be assigned. Typically faculty and school-level shared folders are managed by the faculty’s IT administrators, while smaller shared folders such as those for research groups, committees or teaching related matters etc are most likely managed by an administrator from that particular group.

How is access and ownership managed with the File Service?
Groups (also known as Security Groups or Access Groups) are assigned to all shared folders in the File Service. A File Service Group can represent a real group or cohort of people, such as a school, a research unit or a committee.

How can I gain access to a particular shared folder?
Access to shared folders is governed by the group that owns the shared folder or their delegated administrator. To gain access to a particular shared folder, you need to be a member of the Group that owns or administers that shared folder, or alternatively, be a member of any other Group in the File Service that is assigned access rights to that shared folder. In other words access to shared folders is only assigned to groups (and their members), not to individuals.

How can our existing group gain access to a particular shared folder?

Sometimes newly formed groups such as committees will need group access to a particular shared folder owned by another group. Use FSAM to gain access to a shared folder owned by another group in your faculty or division;

How can our new group get its own shared folder?

Each new organisational or special purpose group that requires access to the File Service needs to have a ‘Group’ created for it in the File Service administration panel, so that access rights can be assigned to that group. Once a Group is created in the service, a new shared folder can be created if required. New groups can be set up via FSAM;

  • a new Group within the File Service that access rights can be assigned to
  • a new restricted access shared folder for your group
  • an email distribution list specifically for your group

How can I add, change or remove users from our groups’ shared folder?

If you are the administrator for a group that has its own shared folder in the File System, use FSAM to manage membership and access levels;

  • Add a new staff member to an existing Group (or shared folder)
  • Change a staff member’s membership to various groups
  • Change an existing Group member’s level of access (read, write etc)
  • Remove a staff member’s access to a particular group