Datto Workplace Manual

About Workplace
Workplace is an online file sharing and collaboration service, empowering business teams to be more productive
and do business faster through secure access to any type of content, anywhere, using any device.

Workplace is an all-in-one solution for synchronizing files between devices, project collaboration, continuous
background file backup, and remote file access. Workplace consists of four components:

Workplace Online
Workplace Online is a web interface that provides access to all files stored on the Workplace service, as well as
all the administrative functions for Workplace.

The Workplace app

Installed on your computer, the Workplace app runs silently in the background ensuring the latest versions of
files are available locally on your computer. It is also responsible for making backups of folders you have
selected.

For more information, refer to Workplace the Windows and Mac app for version 10 (recommended)
or Workplace Desktop for version 8. For system requirements, refer to Workplace app system requirements.

Workplace Mobile
Workplace Mobile is available as app for iOS (iPhone/iPad) and Android. It provides access to your files stored in
the Workplace cloud, and allows you to edit documents within Workplace Mobile.

For system requirements, refer to Workplace Mobile System Requirements

Sync and unsync projects with Workplace Desktop
Workplace allows you to specify which projects are synced to your device(s). Syncing and unsyncing can be
performed through either Workplace Online or Workplace Desktop.

If you wish to sync only certain folder within a project in order to save local storage space, refer to Selective
sync.

If you wish to sync or unsync from your Workplace Online, refer to Sync and Unsync Projects.

If you're an administrator, you can also sync project located elsewhere on your machine. Refer to Workplace
Desktop folder sync
About Projects
In Workplace, a project is the primary container for all the folders and files that are synchronized by the
Workplace service. Projects create the basic organizational structure to store data and control user access so
that you can manage, share, and collaborate on work more efficiently.

Projects are only accessible to the project owner until explicitly shared with other users. To learn more about
sharing, refer to Managing Project, Folder, and File Team Shares

Be aware that cloud computing may be very different from other storage solutions you have used before. To
ensure that you're getting the most out of the Workplace service, please familiarize yourself with the following
concepts before you begin to create projects:

Getting started: Projects

File types that should not be synced to Workplace

File name constraints and best practices

Workplace Online
In Workplace Online, projects to which you have access are available in the Files area. If you are a Super
Administrator, you'll also be able to Manage Projects for your entire team.

Folders and files behave slightly differently: the project owner or anyone with Full Access to the item can delete,
undelete, and restore a file or folder.

To create a new project, refer to All Projects.

Workplace Desktop
Projects that you store locally, on your desktop or laptop, are stored and managed in your Workplace Folder.
That's where the local versions of projects synced to Workplace are stored.

You can also create projects here and sync them to Workplace.

Workplace Desktop will watch for changes to your locally stored projects as well as projects changed via
Workplace Online and sync them, so your team is always working on the most recent versions of files.

While projects function mostly like any other folder, a key difference is that projects cannot be deleted within
the Workplace folder on your device, but only from within the Workplace Online.

If a project is deleted from within the Workplace folder, it will only stop that project from syncing, but the
project will still be available within Workplace Online, on your other devices, and to colleagues who have been
granted access to the project.

This principle extends to moving a project on your device: The Workplace service sees a move as a copy-then-
delete. This means that moving a project into another project in the Workplace folder will result in all the data
being duplicated. The project will be unsynced but will remain in the cloud, and a copy will be created in the
new location.

Files and folders within projects operate in a more conventional manner: if you delete them on your device, they
are deleted in Workplace Online. If you move them, they are moved in Workplace Online. Such changes are
replicated across all your devices and all of the members of your team that have access to the project or folder.
The project owner or anyone with Full Access permissions to the file or folder can delete the item on their
device.

Setting permissions appropriately is a highly effective way to avoid deletions that inadvertently affect other
users. Refer to Managing Project, Folder, and File Team Shares.

Workplace Mobile
The Workplace Mobile app can be downloaded for iOS and Android devices. This app allows you to access your
projects, and view, edit, annotate, and share your files.

Workplace Mobile for iOS and Android allows you to create a new scribble (annotation), document (Word),
spreadsheet (Excel), presentation (PowerPoint), note (text), photo, video, and other document types to be saved
in the Workplace cloud and synchronized with all of your devices.

Simply start the Workplace Mobile app, log in to your account, and tap on the Projects button that appears on
the main page.

As with Workplace Desktop, files and folders can be deleted. The project owner or anyone with Full
Access permissions to the file or folder can delete the item on their device, and the deletion will remove the
item from the devices of other users with access.

You cannot delete a project from a mobile device.

How to...
Sync projects via Workplace Desktop for Windows
1. Click the icon in the taskbar.
2. Select Preferences..., click the Preferences button, then select Workplace Sync...The Synced Projects
area displays all the projects currently syncing:

3. Click Sync Project… to view the projects which are not currently synced.
4. To add an unsynced project, select the project(s) that you want to add and click Full Sync (always
available) or Selective Sync (available when only one project is selected:
NOTE: If you have chosen Selective Sync, you will have the opportunity to choose which folders in the
project you wish to sync. For more information, please refer to Selective sync.
5. Click OK.
Unsync projects via Workplace Desktop for PC
1. Click the icon in the taskbar.
2. Go to Preferences... > Preferences button > Workplace Sync tab.
3. The Synced Projects area displays all the projects currently syncing:

4. To unsubscribe from a project, select the project and click Unsync Projects.
5. Click OK.
Uploading Items to Workplace Online
Multiple methods can be used to upload data to Workplace Online.

To upload items using Workplace Desktop, refer to Workplace Folder. To upload files from a location other than
the Workplace Folder, refer to the Workplace Desktop folder sync.

How to...
Use the drag and drop method
NOTE: Files can be dragged and dropped in any browser. Refer to Supported browsers. Multiple files can be
dragged and uploaded simultaneously in all browsers. Only Google Chrome, however, allows you to you to drag
and drop folders.

1. Log in to Workplace Online.

2. Drag the item(s) into the browser window. The "upload" overlay will be shown - simply drop anywhere
in the browser window to begin uploading:

When you are viewing a page within a project, the files will automatically upload to the current location.
3. When in any other view within Workplace Online, a pop-up window will be displayed, allowing you to
select the location to which to add the file(s).

A status bar at the bottom of the Workplace Online window displays the progress of the upload:

Click on View More Details to see details for the files being uploaded or to cancel current uploads.

If you drag and drop more files into the browser window, they will be added and the status bar will be updated
to reflect this.

IMPORTANT: You can continue to work within Workplace Online and the files will continue to upload - however,
make certain to remain logged in to Workplace Online until the upload has completed!
Use the upload method
1. Log in to Workplace Online.
2. Click the Files tab.
3. Navigate to the location where you want to store the files.
4. In a list view, right-click the project or folder you want to upload to and select Upload.

In a detail view, click the button on a toolbar.

5. Simply drag and drop the files to the upload area, or click Select Files to Upload to launch the file
browser and select the files to upload.

NOTE: Files can be dragged and dropped in any browser. Multiple files can be dragged and uploaded
simultaneously in all browsers. Only Google Chrome, however, allows you to you to drag and drop folders.

IMPORTANT: You can continue to work within Workplace Online and the files will continue to upload - however,
make certain to remain logged in t

Workplace Online until the upload has completed

Creating and Editing Documents Online
Online editing allows you to create and edit documents through Workplace Online by leveraging Google
Docs or Office 365.

If you'd like to edit a document locally via Workplace Online, using an application on your machine, refer to Edit
Documents Locally via Workplace Online.

Microsoft Word, PowerPoint, or Excel documents can be created, opened and edited even if you don't have
Microsoft Office applications installed. Online editing also allows users to simultaneously work on documents.

To take advantage of online editing, you will need a Google account or a Microsoft Office 365 commercial or
business account.

Security and Online Editing

The online edit process in Workplace copies your document out of the Workplace service and into the document
editor service. This may result in the document being transferred to another geographical region. We cannot
vouch for the security of Google’s or Microsoft’s services.

For Google Docs, you can:

 Restrict the linked document editor accounts to specific domains. This can be used to ensure that
editing can be performed only via company-owned user accounts, and to inhibit the use of private
accounts. Refer to Restrict Cloud Accounts for more information.
 Disable the Allow Self Configuration setting. Administrators must then configure which document editor
accounts are linked to which Workplace accounts. While this does ensure that only authorized accounts
are linked to the Workplace service, it does require more initial configuration.
How to...
Create a document
1. In Workplace Online, go to any project or folder.
2. Click the + Add button.
3. Select the type of document you wish to create. This will open the Create New Document popup:

4. Name the document.

5. Select Create Document.

Edit a document
1. In Workplace Online, go to any project or folder.
2. On list views, hover over the item and click the icon, or right-click the item and select Open.
In detail views, click the Open button.

3. The Open Document Online popup will display:

4. Select a document editor and click Open.

5. To edit and save:
 In Office 365, close the browser tab when you're done. The service auto-saves your work.
  In Google Docs, a new dialog box will in Workplace Online once editing has begun, displaying any
documents currently open for editing:

The dialog box displays the status of that file - the last time it was edited and whether it has been saved.
You have the following options:

Option Definition

Save Click to save changes to the document. You must click Save to save your edits to Workplace.

Open If the editing window has been closed, the edits will remain cached by the document editor for 30
Editor minutes. Click Open Editor to reopen the window and continue editing.

Stop Click to open a dialog box with the options to save or discard the changes. If you discard your
Editing changes, none of the changes you've made in your most recent editing session will be saved.

Use multi-user editing

Simultaneous editing, or multi-user editing, is always enabled when editing via Workplace Online.

In Google Docs, when the person who initiated the editing session selects Stop Editing, they will be alerted if
other users are currently editing the document.

While a file is open for online editing, the file will be locked for users trying to access it through other
components of the Workplace service (Workplace Desktop, Workplace Server, and Workplace Mobile).

The following icons indicate the status of the file:

Icon File Status

The file is open and available for multi-user editing. Simply open the document for online editing to
join the current multi-user editing session.

The file is locked and unavailable for editing.

Workplace Folder
Workplace for Windows and Mac v10
The Workplace folder is the location on your computer where a local copy of your Workplace data is stored.
When you install Workplace for Windows and Mac, the Workplace folder is created automatically.

As the files you've chosen to sync are stored locally on your computer, they are accessible even without an
Internet connection. When an Internet connection is available, the files and folders in the Workplace folder will
automatically synchronize in the background, ensuring you have the latest versions on your local drive.

You can also create projects here, which will automatically sync to Workplace.

The Workplace app will watch for changes to your locally stored projects as well as projects changed via
Workplace Online and sync them, so your team is always working on the most recent versions of files.

How do Workplace folder items behave?

First level folders in the Workplace folder represent projects in the Workplace service. Folders are like folders
everywhere, as are files.

While projects function almost like any other folder on your machine, a key difference is that projects cannot be
deleted using your operating system's built-in Delete function. You may only delete a project if you are the
project owner and you must use the Workplace Delete Project option.

Files and folders within projects operate in a more conventional manner. If you have the correct permissions,
you may delete a file or folder on your device. When you do so, they are deleted in Workplace Online. If you
move them, they are moved in Workplace Online. Such changes are replicated across all your devices and all of
the members of your team that have access to the project or folder.

The project owner or anyone with Full Access permissions to the file or folder can delete a file or folder on their
device. Only project owners can delete a project.

Similarly, the project owner or anyone with appropriate permissions to the file or folder can rename a file or
folder from their Workplace Folder. Only project owners may rename a project by changing the name of a first-
level folder

IMPORTANT: Setting permissions appropriately is an effective way to avoid deletions and/or changes that
inadvertently affect other users. Refer to Managing Project, Folder, and File Team Shares for more guidance.
Workplace Folder Context Menus
Context menus in your Workplace Folder make your options clear and easily accessible. To access these menus
in the Workplace Folder just right-click the item.

Folder Context Menu File Context Menu

Workplace Folder

The icons associated with each item in the Workplace Folder allow you to instantly see what state they're in.
And whether you're in the main interface or in the Workplace Folder, our icons always mean the same thing:

Icon Meaning

The item is available to you when you're online.

The item has been synced and is available to you offline.

The item has been locked.

The item has been locked by another user.

The item is one of your favorites.

The item has been publicly shared.

How to...
Upload items to Workplace
Simply drag and drop files to the desired location in the Workplace folder.

The Workplace app will automatically upload these files to the Workplace service. They will then be available on
all your other devices and to any team members that have access to the location in which the files are stored.

NOTE: Files placed on the root level of the Workplace folder will automatically be moved to the Personal
Documents project.

NOTE: The easiest way to monitor the progress of syncing is by checking the associated icon on the project; it
will display a green check when the project is fully synced.

Open Workplace Online at a specific project, folder or file

location
1. Open your Workplace folder.
2. Navigate to the project, folder, or file you want to open in Workplace Online.
3. Right-click the item.
4. Select Workplace Online....
5. Workplace Online will open to the detail view for that item.

Edit a file online

1. Open your Workplace folder.
2. Navigate to the file you want to edit online.
3. Right-click the item.
4. Select Edit Online....
5. The file will open in your default online document editor.

Sync items for use offline

NOTE: You must be online to sync items for offline use.

1. Open your Workplace Folder.

2. Locate the file or folder you wish to make available offline.
3. Right-click the file(s) or folder(s), then click Sync on the context menu.
4. From the secondary menu, select Available Offline from the submenu. The icon associated with the file
will change to when the sync is complete.

Create a share
1. Open your Workplace folder or dashboard.
2. Navigate to the project, folder, or file for which you want to create a public share.
3. Right-click the item.
4. Select Share, then select a share option from the secondary menu.
 If you select Edit Team Share, please refer to Share a project or folder for your next steps.

If you select Create Public Share, the interface below will display:

5. Toggle the Allow Public access to this project via a Public Share Link switch on.
NOTE: Use the arrows buttons to expand or collapse the panels. When a panel is collapsed, a summary
of the settings is displayed below each section header.
6. Click the public share option you wish to apply, then configure any additional share options you wish to
apply. The following options are available:

Option Definition

Project and Folder Share General Options

View Only Share recipients can only view the file via web browser.

Upload Only Share recipients can upload files via web browser. Existing files stored in
(projects and folders only) that location will not be visible to them. This is the default selection for
folder public shares.

View & Upload Share recipients can view or upload files via web browser.
(projects and folders only)

View & Download Share recipients can view or download files via web browser.

View, Download & Upload Share recipients can view, download, and upload files via web browser.
(projects and folders only) They can also email files to this location.

Edit, Download & Upload Share recipients can view, download, and edit files with Microsoft Office
365, and upload files. They can also overwrite existing files.

File Public Share General Options

View Only Share recipients can only view the file via web browser. This is the
default selection for project public shares.

Download Files will download automatically when the share recipients click the link.
There will be no preview in the browser.

View & Download Share recipients can view and/or download files via web browser.

View, Download & Edit Share recipients can view, download, and edit files with Microsoft Office
365, and upload files. They can also overwrite existing files.

Advanced

Display without branding Directs share recipients to a Web portal interface without branding.

File upload limit Allows you to limit the size of uploads to a folder or project. Enter a limit
(only available for project and (in MB) or use the up/down buttons to adjust the limit.
folder shares when the share
allows uploads)

PDF version (Original files are Converts original files to PDF before they are downloaded whenever
converted to PDF for download) possible.
(only available if the share allows
downloads)

Security

Emailing to a Public Share is disabled if security settings are enabled, as there is no ability to authenticate via
email uploads.
Email validation required The public share recipient will be prompted to enter their name
(optional) and email address (required) when they access the share. An
email containing a link to the shared item is sent to the address they've
entered. To access the publicly shared document, the recipient will click
the link.

Restrict public share access by Only recipients whose email addresses match the email addresses or
domain/email (only available domains defined here will be able to access the public share.
when the email validation option
Select the check box and enter the domains/email addresses to which
is selected)
you'd like to restrict initial access in the corresponding field.

Separate entries with a comma. For domains, use the following syntax:
*@domain.xxx

Apply watermark Stamps the email address of the user viewing the file on the PDF version
(only available when the email of the document.
validation option is selected AND
NOTE: Watermarks are only applied to files that are converted. Please
the share type is not Upload Only
refer to File Conversion Limits for more information. Files that cannot be
and Edit, Download & Upload)
converted or are viewed in their native application will not have a
watermark applied.

NOTE: Watermarked files can only be downloaded one at a time via a

public share.

Password protect this link Allows you to enter a password that the recipient must enter to access
the share.

NOTE The strength meter will indicate how secure the password is.

Expiration

Auto-expire public share* Allows the duration for which the share is available to be set. Select the
check box, then:

Use the calendar and clock icons to select a precise expiration date and
time, or select a predefined duration from the Select New
Duration dropdown.

Auto-expire after access count* The share can be set to expire after a specified access count. Select the
check box, then enter a value in the available field.

NOTE: Multiple accesses from the same public IP address within a 5-

minute time frame will be considered as a single access.

7. Click the Copy Link button to copy the public share link to your clipboard. Click the Close button to close
the window.
Copy a project, folder, or file team share link to your
clipboard
8. Open your Workplace folder.
9. Navigate to the project, folder, or file for which you need a team share link.
10. Right-click the item.
11. Select Share, then select Copy Team Share Link. This will copy the link to your machine's clipboard. If
there is a public share link to the item, the selection will be Copy Public Share.

Delete a project
1. Open your Workplace folder.
2. Navigate to the project you want to delete.
3. Right-click the project folder and select Delete Project.
4. Confirm the deletion in the resulting popup window.

Create a new project in the Workplace folder

1. Open your Workplace folder.
2. Add a top-level folder as you normally would. This will be your project.
3. The project is created and automatically synced to Workplace Online. By default, you are the project
owner. Refer to About Projects.

Find your access level for an item

1. Open your Workplace folder.
2. Navigate to a project, folder, or file in the Workplace folder.
3. Right-click the item.
4. You will see your permission level for that item at the bottom of the Workplace section of the context
menu:
Lock or unlock a file
NOTE: You must be online to lock or unlock items.
1. Open your Workplace Folder.
2. Locate the file you wish to lock or unlock.
3. Right-click the file, then select Lock to lock the file or Locked to unlock a locked file.
Share with a team
Manage project, folder, and file team shares
Workplace provides granular permissions for sharing within your team that allow you to control who
can access your projects and folders, ensuring you data remains safe and secure.

When a new project is created within Workplace, the creator automatically becomes the owner of the
project and, by default, is the only person who can access the project.

Projects must be shared before other users on the team can access the contents of that project.
 The following levels of permission are available:

Online View Read- Modify Create Full

Only1 Only & Access
Modify

View Content

Download, Print, Save, Sync to

Workplace Folder

Email to Project (if enabled2)

Copy Folder Shares with Folder3

Change Files

Add Files

Delete Files

Undelete Files4
1
Items viewed by users with Online View Only access may be watermarked, depending on whether
or not the Watermark Preview policy is enabled for their policy profile. For more information, refer
to Policy Profiles and Select Policies.
2
For more information about the Email to Project feature, refer to Uploading files to a project or
folder via email.
3
You may only copy folder shares along with the contents of a folder if you are the project owner or
if you have full access to the project and reshare permissions for both the original project and the
project you are copying the folder to.
4
For more information, please refer to Deleting and undeleting

Share safely
To ensure you only share the files you intend to share, please note:

 Permissions are granular. This means that, if you like, you can provide access to only certain folders
within a project. If you want team members to only have access to specific folders, then only share
those specific folders with them. They will see the project and the folder structure leading to the
shared folder, but will not see any other folders or files in the project structure.
 Permissions are inherited. Any folders and files within the project or folder you have shared will
automatically have the same permissions applied to them.

 A lower level of permissions cannot be applied than the inherited permission. For instance, if you have
given Full Access to a project, you cannot restrict that team member to Read-
Only or Modify permissions for any of the contents of that project. This also means that access cannot
be restricted to a folder or file within a project or folder that has been shared.
 Permissions can be increased for sub-folders. For instance, if you’ve granted Online View Only at the
project level, you can grant Modify access to a sub-folder and Full Access to a sub-folder within that
sub-folder.

How to...
View project, folder, or file team shares
1. Locate the project, folder, or file in any of these locations:

 Project Detail
 Folder Detail
 File Detail

2. Click Team Shares (the number of shares appears in parentheses). This will expand the Team
Shares area:
 Share a project or folder
1. Locate the project or folder you wish to share in any of these locations:

 Files
 Project Detail
 Folder Detail

2. Use on the following methods to access the Team Shares view, depending where you are:

a. In detail views, click Team Shares to expand the Team Shares area or select More > Share > Team
Share in the button menu to display the Team Share interface:

b. In the list view, right-click the item and select Share > Team Share to open a Team Share interface in
a popup window:
3. Type the name or email address of the individual share recipient/server/integration, or click the
icon and select the share recipient there.

4. Adjust the access level you wish to grant to the share recipient(s) from the Select
Permissions dropdown list.

5. Optionally, select the Reshare check box, the Public Shares check box, or both. The Reshare option
allows the recipient to access the Team Shares tab and share the item with other members of the
team. The Public Shares option allows the recipient to create public shares for the item.

6. Optionally, select the Send notification check box. This will expand two more options. Send email is
selected by default, but you may choose to send a text message in addition to, or instead of, an
email notification. If you wish to modify the text message, click the Edit message link and edit the
message in the text box. You may use up to 899 characters.

7. Click the Share (Project or Folder) button.

Share a file
In order to share a file, you must share the entire folder in which the file is located with the team share
recipient. To do so, refer to Share a project or folder.

If you want another resource to see only one specific file, use the Managing project, folder, and file
public shares option.

Modify share recipient permissions

1. Go to the Team Shares view for the item for which you want to modify permissions.

2. Click the access level for the share recipient(s) in the (Project or Folder) Permissions column.

3. Modify the share recipient's permissions as necessary.

4. Click Save.

Remove a share recipient

1. Go to the share view for the item for which you want to remove permissions.

2. Hover over the share recipient and click the icon, or right-click the share recipient.

3. Select Remove from Project. This will open the Remove from (Project or Folder) popup:

4. If the resource has been granted different access levels for different portions of the project, you can
select the check box corresponding to a folder to remove them from that folder and its contents
only.

5. Click the Remove from (Project or Folder) button to confirm.

Email a team share recipient
1. Go to the Team Share view and locate the share recipient you wish to email.

2. Hover over the share recipient and click the icon, or right-click the resource.

3. Select Email. This will open a new message to the share recipient in your default email application.

Perform functions on several team share recipients at once

1. Click the check box in the table header to select all recipients or select the check boxes for multiple
individual team share recipients.

2. Select the function you want to perform from the menu that appears to the left of the list.

3. Complete the function as described in one of the areas above.

Use the Project Shares Outline

The Project Shares Outline displays the project and folder team share structure and provides links to
the Team Shares view of each. The number of share recipients appears next to the project or folder
name. The outline format allows you to easily navigate to other shared folders in the project.

To use the Project Shares Outline, click on another level in the outline. This will open the Team Shares
view at that level of the project.
 Managing project, folder, and file public
shares
Public shares allow anyone who has access to the Internet to view, download, and upload files stored
on Workplace at no additional cost, making it possible to collaborate with users that do not have an
account in your Workplace team.

While team shares make full collaboration and file sharing possible, public shares allow you to share
items stored in Workplace with a wider audience.

A public share can be created for any project, folder or file.

Depending on the specific settings you select when creating public shares, you can allow public
recipients to:

 View, download, and/or upload files.

 Overwrite the files you share with them.
 Drop files for upload using an upload-only link.
 Edit shared Office files (.docx, .pptx, .xlsx), with Office 365.

How to...
Create a public share
1. Locate the project, folder, or file to which you wish to create a public share.

2. Click Public Shares. This will expand the Public Shares area:
3. Toggle Allow public access to this file (or folder or project) on. This will enable public shares for this item,
generate a publicly accessible URL and a QR code, and display your public share options and settings:
4. Click the public share option you wish to apply. The following options are available:

Options Definition

Project and Folder Share Options

View Only Share recipients can only view the file via web browser.

Upload Only Share recipients can upload files via web browser.
(projects and folders only) Existing files stored in that location will not be visible to
them. This is the default selection for folder public
shares.

View & Upload Share recipients can view or upload files via web browser.
(projects and folders only)

View & Download Share recipients can view or download files via web browser.

View, Download & Upload Share recipients can view, download, and upload files
(projects and folders only) via web browser. They can also email files to this
location.

Edit, Download & Upload Share recipients can view, download, and edit files with
Microsoft Office 365, and upload files. They can also
overwrite existing files.

File Public Share Options

View Only Share recipients can only view the file via web browser. This
is the default selection for project public shares.

Download Files will download automatically when the share recipients

click the link. There will be no preview in the browser.

View & Download Share recipients can view and/or download files via web
browser.

View, Download & Edit Share recipients can view, download, and edit files with
Microsoft Office 365, and upload files. They can also
overwrite existing files.

Additional Settings

Use the and buttons to expand or collapse the additional share settings panel. When the
additional settings panel is collapsed, a summary of the settings is displayed to the far right of each
section header.
Advanced

Display without branding Directs share recipients to a Web portal interface

without branding.

File upload limit Allows you to limit the size of uploads to a folder or project.
(only available for project and folder shares Enter a limit (in MB) or use the up/down buttons to adjust
when the share allows uploads) the limit.

PDF version (Original files are converted to Converts original files to PDF before they are downloaded
PDF for download) whenever possible.
(only available if the share allows downloads)

Security

Emailing to a Public Share is disabled if security settings are enabled, as there is no ability to authenticate via
email uploads.

Email validation required The public share recipient will be prompted to enter their
name (optional) and email address (required) when they
access the share. An email containing a link to the shared
item is sent to the address they've entered. To access the
publicly shared document, the recipient will click the link.

Restrict public share access by domain/email Only recipients whose email addresses match the email
(only available when the email validation addresses or domains defined here will be able to
option is selected) access the public share.

Select the check box and enter the domains/email

addresses to which you'd like to restrict initial access in
the corresponding field.

Separate entries with a comma. For domains, use the

following syntax: *@domain.xxx

Apply watermark Stamps the email address of the user viewing the file on
(only available when the email validation the PDF version of the document.
option is selected AND the share type is not
Upload Only and Edit, Download & Upload)

Password protect this link Allows you to enter a password that the recipient must
enter to access the share.

Expiration

Auto-expire public share* Allows the duration for which the share is available to be set.
Select the check box, then:

Use the and icons to select a precise expiration date

and time, or

Select a predefined duration from the Select New

Duration dropdown.

Auto-expire after access count* The share can be set to expire after a specified access
count. Select the check box, then enter a value in the
 available field.

*The share will expire upon an attempted access after the expiration criteria are met. For example, if a share
is set to expire after being accessed 5 times, the 6th attempt to access the share will cause the share to
become inactive. In this scenario, the external party trying to access the share will be denied access, however
it may appear to a team member viewing the public share settings that the share is still active until the 6th
attempted access.

View, copy, or download a QR code

1. Click the QR Code button. The QR Code popup opens.

2. Click the Copy to Clipboard button to place the QR code on your clipboard.

3. Click the Download QR Code button to download the QR code image.

Send a public share link

1. Click the Send Link button. The Send Link popup opens, allowing you to email the file to one or more recipients:

2. Begin typing a name or email address or click the Pick From Team link or the icon to find a team member's
email address. You may also enter external email addresses. Team member email addresses will display in blue,
while other email addresses will display in orange.

3. Optionally, add a message, then click Send.

View and/or public share access statistics

1. Click the Statistics button. This will open the Public Access Statistics popup:

2. The popup displays statistics, history, access history, public user activity, and an access map. Click a tab title to
change the statistics view.

3. Click the Reset Statistics button to reset the data on the Statistics tab only.

Copy a public share link

1. Click Public Share Link to copy it to your clipboard.

2. Paste the share link wherever you like.

Create a public share for an item via Workplace Desktop

1. On your desktop or laptop, navigate to the Workplace project, folder or file to be made publicly available.

2. Right-click on the project, folder or file and select Create Public Link.

3. Select the Allow public access to this project/folder/file check box.

4. Set your public share preferences.

Setting Definition

Standard Link Directs users to a simplified version of this same page with your custom branding.

Direct Link Allows file downloads with minimal user interaction. Note that downloading files
cannot be restricted when using a direct link.

Download Enabled Specifies whether the user can download the file(s) that are publicly linked.
 (Standard link only) Select he radio button to specify whether the user can download the original
file or only a .pdf version of it.

Password protect this Requires a password to access the link. You can then enter a password manually, or
link click the generate password link for a system-generate password.

Auto-expire public Allows the duration for which the link is available to be set. Select the check
link* box, then:

Use the date and time dropdowns to select a precise expiration date and
time, or

Select a predefined duration from the Select New Duration dropdown.

Auto-expire after The link can be set to expire after a specified access count. Select the check
access count* box, then enter a value in the available field.

Multiple accesses from the same public IP address within a 5-minute time
frame will be considered as a single access.

*The link will expire upon an attempted access after the expiration criteria are met. For example, if a link is set
to expire after being accessed 5 times, the 6th attempt to access the link will cause the link to become
inactive. In this scenario, the external party trying to access the link will be denied access, however it may
appear to a team member viewing the public link settings that the link is still active until the 6th attempted
access.

5. Click Create Link. The URL will be copied to your clipboard when you click.
 Previous Versions
To combat accidental saves and unwanted changes, Workplace features a versioning system
that retains versions for 180 days and allows you to revert to a previous version.

The revert feature in particular is useful when you need to Revert projects or folders to a
previous state such as Cryptolocker.

How does it work?

Every time a file is synced or backed up via Workplace, a version is created and any changes
are saved.

Versioning works in the following way:

 A new version is created each time a file is saved.

 All versions for the last hour are retained.
 The last version from each hour for the last day is saved.
 The last version from each day for the last week is saved.
 The last version from each week for the last month is saved.
 The last version from each month is saved for the last 6 months.
 After 6 months, the version is permanently deleted.

How to...
View a list of previous versions

In a list view, right-click the item and select Manage > Previous Versions.

In a detail view, click the More button, then select Manage > Previous Versions.

This will open a list of previous versions of the item:

 Download, restore, or revert a file to a previous version
1. In a list view, right-click the file and select Manage > Previous Versions.

In a detail view, click the More button, then select Manage > Previous Versions.

This will open a list of previous versions of the item:

2. Use the dropdown menu at the right side of the item, select one of the following options:

 Download: Download the file to your computer's default download location.

 Restore: Restore this file on your desktop or laptop. Not that this option requires that Workplace
Desktop is installed on the device.
 Revert: Make this previous version the current version. Before selecting this option, make certain that
you want to revert to this version. There is no confirmation for this action, but you can always revert
back to undo your action.
 Download, restore, or revert a project or folder to a previous version
1. In a list view, right-click the project or folder and select Manage > Previous Versions.

In a detail view, click the More button, then select Manage > Previous Versions.

This will open a list of previous versions of the project or folder:

2. Use the timeline to navigate to the version you want.

3. Click the button corresponding to the action you wish to execute:

 Download: Download this item to your device.

 Restore: Restore this item to your device. Not that this option requires that Workplace Desktop is
installed on the device.
 Revert: Make this previous version the current version. Before selecting this option, make certain that
you want to revert to this version. There is no confirmation for this action, but you can always revert
back to undo your action.
 Revert projects or folders to a previous state
The revert feature allows you to revert a project or folder to a previous state.

Task progress bar

When performing a copy, revert, or restore operation within Workplace Online, a progress bar
displays at the bottom of the window.

For more information, refer to The task progress bar.

How to...
Revert a project or folder to a previous version
1. In a list view, right-click the project or folder and select Manage > Previous Versions.

In a detail view, click the More button, then select Manage > Previous Versions.

This will open a list of previous versions of the project or folder:

2. Use the Previous/Next buttons to navigate to the version you want.

3. Click Actions, and select Revert.

 Revert files to a previous version
1. In a list view, right-click the file and select Manage > Previous Versions, or in a detail view, click
the More button, then select Manage > Previous Versions.

2. Use the Previous/Next buttons to navigate to the version you want.

3. In the dropdown menu at the right side of the item, select Revert.
Deleting and undeleting
The Workplace six-month data retention feature allows you to undelete data that has been
deleted by mistake. Any files, folders or projects deleted within Workplace will be available to
"undelete" for 180 days, so you can be sure that your data remains safe and secure even if
accidentally deleted. At any point during the 180-day retention period, the file, folder or project
can either be undeleted or restored (downloaded).

When you delete a project, which can only be done via Workplace Online, the project
is removed from Workplace, and therefore, from all your devices and all your team
members' devices. No one will be able to access data once you delete it.

Delete, undelete, and restore permissions for projects operate according to the following rules:

Workplace Online Desktop Agent Workplace Mobile App

Project Only project owners can If anyone deletes a project, It is not possible for anyone
delete, undelete and restore it will only unsync the to delete a project.
projects. * project on that device. **

File or The project owner or anyone The project owner or any The project owner or any
Folder with Full Access can delete, user will Full Access user will Full Access
undelete, and restore a file permissions to the file or permissions to the file or
or folder. * folder can delete it. folder can delete it.

* Super Administrators can delete, undelete, and restore projects, files, or folders in Workplace
Online via Manage Projects.
**Unsyncing a project will not result in its removal from other devices or in Workplace Online.

Setting permissions appropriately is a highly effective way to avoid deletions that inadvertently
affect other users. Refer to Manage project, folder, and file team shares.

Undelete or Restore?

Instead of undeleting an item, however, you may wish to restore it instead. Restore and
undelete are different:
 Undelete: Reverses the delete operation. The deleted Project, folder or file will be placed back into its
original location.
 Restore: Allows you to download the project, folder or file to a specified location. This function is
available only to the project owner and to Super Administrators.

If you want to restore an item, refer to Restore an item.

How to...
Delete an item via Workplace Online
1. Locate the project, folder or file you want to delete in one of the following places:

 Files
 Project Detail
 Folder Detail
 File Detail

2. Use one of the following methods to access the delete function, depending where you are:

 In the detail views, click More > Manage > Delete

 In the list views, right-click the item and select Manage > Delete or click the icon and select Manage
> Delete.

3. Confirm the deletion.

Delete a folder or file via the Desktop Agent

Simply delete the item the same way you would delete any other locally stored folder or file on
your computer.

Undelete a project
1. Go to Workplace Online > Files

2. If the All tab is not displayed, click on the tab title.

3. Using the filter, select Deleted Projects:

4. Select the check box corresponding to the project, right-click the project, or click the icon.

5. Select Undelete.
 Undelete a folder or file
1. Go to Workplace Online > Files.

2. Locate the project in which the deleted folder or file was stored.

3. Check the 'Show deleted' box to display deleted items:

4. Locate the folder or file, either by navigating the folder structure or by using the search field:

5. Select the check box corresponding to the folder, right-click the project, or click the icon.

6. Select Undelete.