Sharing Folders and Responding to a Sharing Invitation

Your Tempo Box folder may contain the following types of collaborative folders: Shared folders and Enterprise objects.

You can collaborate with others by sharing folders inside your Tempo Box folder. When you share a folder, you grant read/write or read-only permission to other users as potential collaborators who can also access the folder. The collaborator must accept the share request before they can access the files in the share folder.

Read/write access gives collaborators full control over the contents of the shared folder, which includes the ability to add, edit, copy, move, rename, and delete items and folders in the shared folder.

Read-only access allows collaborators to view and copy the items in a shared folder. Read-only collaborators cannot edit, move, or delete items. If a read-only collaborator adds an item, the item is not synced to other collaborators. When a collaborator has read-only access to a folder, the lock overlay appears. For example, .

Sharing Exceptions

You can share any folder in your Tempo Box folder, with the following exceptions:

• The root Tempo Box folder.

• A folder that is a child or parent of a shared folder.

• A folder that is shared with you.

• Enterprise objects if you have read-only access, which are identified by . If you have read/write access to an Enterprise object, which is identified by , you can share the object only if you have the Edit Permissions permission for that object in Content Server.

• External users cannot share any folders.

For information on managing your shared folders, refer to the other topics in Sharing a Folder and Managing Shared Folders.

Accessing Shared Folder Content

As a collaborator, you need to receive a sharing invitation from the folder owner that you must accept before you can view the folder and its contents. A red notification appears in the top pane when you have pending sharing invitations. Once accepted, the shared folder is placed in the root of your Tempo Box folder where the folder name is appended with the user name of the folder owner. For example, Marketing Materials (jsmith). The folder will appear as if you have read/write access or if you have read-only access.

A notification will also appear if you have pending invitations to an Enterprise object. In this case, the object is also placed in the root of your Tempo Box folder and will appear as if you have read/write access or if you have read-only access to the object. The Enterprise object may append the parent object name depending on your permissions to the parent object. For example, Payroll (Human Resources).

The results of moving, renaming, or deleting a shared folder vary depending on the type of the shared folder, as well as whether you are the shared folder’s owner. For more information, see Moving, Renaming, and Deleting Shared Folders.

	Important: When editing a file in a shared folder for which you have read/write access, you must reserve the file to prevent other collaborators from making changes to it at the same time. Files are not automatically reserved. Read/write folders are identified by or .

Sharing with External Users

Your administrator can grant you the ability to share folders with users who are not employees at your company. If you have this ability, you must provide the External user’s email address when sharing a folder. The External user then receives an email, inviting them to register for an OpenText Tempo Box account. After registering, the External user can install clients and access OpenText Tempo Box just like Content Server users, with the following exceptions:

• External users cannot share folders.

• External users cannot add files or folders outside of a share folder.

• External users cannot publish items to or otherwise access Content Server.

For more information on External users, see OpenText Tempo Box User Types.

Sharing Enterprise Objects

You can share Enterprise objects with other Content Server users if the following conditions are met:

• In the Content Server Administration page, Content Server integration is enabled and the Enterprise objects that you want to share are specified.

• In the Content Server Enterprise Workspace, the Enterprise object that you want to share allows subscriptions.

• You have Edit Permissions permission for the Enterprise object. This includes administrators, as well as the object owner.

For more information on these conditions, contact your administrator.

When sharing an Enterprise object, you can grant read/write or read-only access to the folder, which then grants the following object permission levels in Content Server.

The access level you grant is applied only to the items in the Enterprise object for which you have the Edit Permissions permission.

If you grant a Content Server user read/write access to the Enterprise object when they currently have read-only access, the additional permissions are applied. However, if you try to grant read-only access to a Content Server user who has permissions higher than See and See Contents, no permissions will be altered and the user will continue to retain their higher access level. To change the access level for a Content Server user who has read/write access to an object, you need to edit the user’s permissions at the object location in the Enterprise Workspace.

If you remove a Content Server user from an Enterprise object, or if the Content Server user deletes the object from their Tempo Box folder, the level of access that was granted remains in Content Server.

By sharing an Enterprise object, the Content Server user will receive a sharing invitation that they must accept before the Enterprise object will sync to their Tempo Box folder.

Sharing Enterprise Objects with Standard Users

You can only share Enterprise objects with Standard users if you have the OpenText Tempo Box, Premium Edition module installed in Content Server. After this, sharing Enterprise objects with Standard users requires the same conditions as sharing Enterprise objects with Content Server users. For details, see Sharing Enterprise Objects. To determine if you have OpenText Tempo Box, Premium Edition, contact your administrator.

When these conditions are met, you can share an Enterprise object with a Standard user using the same steps as sharing an Enterprise object with a Content Server user. For details, see Sharing a Folder. The Standard user will then receive a sharing invitation that they must accept before the Enterprise object will sync to their Tempo Box folder. This is the only way in which Standard users can access the content in an Enterprise object.

Sharing Enterprise Objects with External Users

In order to share Enterprise objects with External users, your administrator must enable external sharing and choose the Content Server users with whom they would like to grant external sharing privileges. Contact your administrator to complete these conditions. Once enabled, sharing Enterprise objects with External users requires the same conditions as sharing Enterprise objects with Content Server users. For details, see Sharing Enterprise Objects.

When these conditions are met, you can share an Enterprise object with an External user using the same steps as sharing an Enterprise object with a Content Server user. For details, see Sharing a Folder. The External user will then receive an email inviting them to register for an OpenText Tempo Box account or, if they already have an account, a sharing invitation that they must accept before the Enterprise object will sync to their Tempo Box folder. This is the only way in which External users can access the content in an Enterprise object.

Top of page