Managing Shared Folder Access on kDrive

This guide illustrates the different types of sharing that can be done within the shared folder of kDrive and explains how to limit access to the folder if some users should not access everything that is already there. It is very easy to change a share at any time.

Going from a simple share to a kSuite invitation

Imagine…

• … a kDrive within a kSuite…
• … with 1 user only out of 3…
• … data in the shared folder and in the personal folder.

A. Result of a share without requiring registration of the invited user

A folder present in the shared folder is first shared with a new user completely external to this kDrive and to Infomaniak, via a public sharing link:

1. Right-click on the folder or subfolder concerned.
2. Choose the Share item.
3. Stay on the first tab by adjusting the security settings according to your needs.
4. Copy the link to send it, or send it directly from the window:
   

Consequently, the user who consults this public link obtains this type of view and can navigate, see and download the files, all in read-only :

B. Result of a share with registration (not counted in kSuite)

A folder present in the shared folder is now shared with an "external" type user who will have to register or at least log in to their account if they already have one, and accept the invitation.

For this, you must this time choose the second sharing tab:

1. Right-click on the folder or subfolder concerned.
2. Choose the Share item.
3. Click on the second tab.
4. Indicate the email address of the user concerned.
5. Click to add it (the manipulation can be done for several users at once):
   
6. Regarding the freedom given to the user to modify or not the part of the kDrive to which he will have access, the choice retained here is that of Modify.
7. Click on Send Invitation:
   
8. This choice (cf point 6 above) will allow to invite this person as an external user in the first instance — read below for the complete kSuite invitation):
   
9. The administrator can see the pending request and resend the invitation if necessary:
   
10. The invited person receives an e-mail to register as an Infomaniak user:
    
11. The person fills out the form, their email address is pre-filled, it will be their Infomaniak user account ID:
    
12. Once the registration is complete, a simplified kDrive interface with "Shared with me" on the left allows access to the shared content (only, and not the entire shared folder) and to modify it:
    
    • Any modifications made are common to all users who have access to this part of this kDrive.
    • The user does not have a private/personal space.
    • He can install the kDrive mobile/desktop app and connect to it but no data will be visible:
      

C. Result of a share with registration as a kSuite user

Imagine now that no sharing or invitation has yet taken place. Redo points 1 to 7 above, then at point 8…:

1. … Invite this person as a kSuite user by clicking on the link that opens user management in a new tab:
   
2. Create the kSuite user (following the A-B-C order below):
   
3. Start creating the user (following the D-E-F-G-H order below):
   • D — Enter a first name and a last name.
   • E & F — Depending on your needs, give them extended or rather limited rights within the Organization, here a user status only (take note of the various permissions (right of access to products for example) and administrative contact preferences of a user within an Organization).
   • G — Choose whether or not to create an email address for the user; this influences the way you allow the user to connect (here with the email address of their choice - while sending the invitation to another email address).
   • H — The next step allows you to integrate the user into a possible work team:
     
4. Once the procedure is complete:
   • I — The invited person receives an e-mail to register as an Infomaniak user but you can provide the link by other means such as a QR code.
   • J — Depending on the role assigned to the invited person (cf point E above) you can define at any time which products they can manage on the Infomaniak Manager:
     

D. Restricting user access

Once registration is complete, the new user's kDrive interface usually allows access to all the content that has been shared with all kDrive users.

If the invited user sees nothing in the shared folder, check from the administrator account if the sharing rights have been extended to all kDrive users:

 

The opposite is also possible: if the new kSuite user accesses the entire shared folder and this is not desired, the administrator must modify the sharing of the parent folder (the folder at the root of the shared folder for example):

1. Right-click on the parent folder, choose the Share item then choose the second sharing tab and click on Manage on the right to delete the sharing (the effect is recursive and therefore applies to all the elements contained within the parent folder):
   
2. Then make a share again but more restricted from the folder concerned and check the access column on the kDrive tree:
   
    
3. And here the user only sees a part of the shared folder:
   
4. And this time, if the user installs the kDrive app, they can choose the kDrive in question:
   
5. They can access the files on the computer: