How to Upload and Manage Files in Onna

In this article:

• How to Upload a New File

• How to Share a File

• How to Manage File Members

• How to Delete a File

How to Upload a New File

Files from your desktop can be uploaded to a folder in Onna at any time. To upload new files follow the steps below.

Step 1

To begin, find the folder you want to add a file to and click on the folder name.

Step 2

Once inside the folder click on the ‘Upload’ icon in the upper right corner of the screen.

Step 3

You can add new files by either dragging and dropping them into the space on the ‘Upload files to…” window (a). Or, you can browse your computer to find and add them (b).

Step 4

Now you’ll see a list of all the files you’ve added to the folder to be uploaded into Onna (a).

After reviewing the list click the blue ‘Done’ button (b) at the bottom of the screen to add your new files to the folder.

Step 5

Once uploaded files have been processed you will see your new file listed in the ‘Files’ section of your folder. You will see the name of the file (a), the date the file was added (b) and the size of the file (c) listed for each file you upload.

Please note that when you upload container files such as a .zip, .mbox, or .pst file, it will appear in this view as one file, however, when running a search each file contained within the container file will show up as an individual file in the search view.

Adding a File to a Workspace Outside of a Folder

It is possible to add a file to your workspace outside of a folder by simply dragging and dropping the file into the workspace. When you do this, you will see the file appear in a new section of your workspace called ‘Files’.

How to Share a File

When a file is added to a folder it is automatically shared with the members of that folder as well as members of the workspace the folder is in, so there is no need to share the file with existing workspace or folder members, only with Onna users who are not a member of the workspace or folder the file was added to. Any newly added file members will not become members of the folder or the workspace. They will only have access to the file shared with them.

For existing workspace and folder members, the permissions they have at the workspace or folder level will be inherited by the new file. For example, if a folder member has edit permissions in the folder they will also have edit permissions in the file.

To share a folder with an Onna user, follow the steps below:

Step 1

Click on the ellipsis on the right side of the file row.

Step 2

Click on ‘Share’ from the dropdown menu that appears.

Step 3

You’ll now be taken to the share window. To begin sharing a file enter the name of the user or group you want to share with in the ‘User or groups to share with’ field (a).

Next, assign permissions for the new members you’re adding by selecting their file permission from the dropdown in the ‘Permissions’ field (b). If you need members to have different permissions you can always manage members after sharing.

Then, you can (optionally) include a message in the ‘Message’ field (c) to be sent along with the notification to the newly added member.

Finally, you will click the blue ‘Share’ button (d).

How to Manage File Members

There may be times when you want to adjust the permissions for a file member or delete a file member. It is possible to manage members and their permissions after a file has been shared. To manage file members, follow the steps below:

Step 1

Click on the ellipsis on the ride side of the file row.

Step 2

Click on ‘Share’ from the dropdown menu that appears.

Step 3

You’ll now see the share window appear. Click on ‘Manage members’ in the bottom left corner of this window.

Step 3

You can now see all the members who have access to this file because they are

• members of the workspace as well as their inherited permissions (a)

• members who have access to this file because they are members of the folder that contains the file (b)

• members outside the workspace or folder who the file has been shared with (c).

It is possible to change the permission of any member or delete a member by clicking on the arrow to the right of a member row (d) and selecting the option that you need from the dropdown that appears. You will be able to adjust permissions for a member or delete the member from this menu.

Please note, that when changing permissions for inherited members (whether from a workspace or folder), you are not able to downgrade their permissions, but are able to upgrade them. Meaning they can have higher levels of permissions within a specific file than they do for the rest of the folder or workspace .

You are also able to click on ‘Add more people’ in the bottom left corner of the window (e) to be taken back to the sharing window.

When you’re done, you will click on the blue ‘Done’ button (f) in the bottom right corner of the window.

How to Delete a File

When you no longer need a file, it is possible to delete it from Onna. To delete a file follow the steps below:

Step 1

Click on the ellipsis on the ride side of the folder row.

Step 2

Click on ‘Delete’ from the dropdown menu that appears.

Step 3

You’ll now see a confirmation box appear. To confirm and delete your file click the red trash can icon on the ride side of the confirmation box. To cancel, click the gray ‘X’.