My Files- Archive Folders

Archive Folders are just like inbox folders in a standard email service. You can also create custom expiration periods for files kept in certain folders.

Creating New Folders

You can create an entire tree of folders to better help organize the files you receive. You can create parent and/or child folders. 

Info

• Folders can either contain sub-folders or files but not both.
• Retention Periods determine when an item will be automatically deleted from SafeSend Exchange.

Create a Parent Folder

1. Click Add Folder. 
2. Type a Folder Name. 
3. Select Folder Type.
   • Private- This folder will only be available to the signed-in user. 
   • Shared- This folder will be available to the signed-in user, and whomever they choose to share with. If this option is selected, a prompt will appear after step 6 to select users to share with. 
     • 
4. Select a Retention Period using the retention period drop-down.
   • When a file is placed in an archive folder it is automatically assigned the same retention period.
   • NOTE: The retention cannot increase
5. Type a Description for the folder (not required).
6. Click Create to save the new folder. 

Create a Subfolder

1. Click on the parent folder from the My Files dashboard. 
2. Click Add Folder. 
3. Information will be entered in the same way as you would a parent folder. 
4. Click Create. 

Editing Folders

After you have some folders created you will see them listed in the My Files section.

Bulk Edit

Selecting one or multiple folders with the checkbox on the left allows you to perform actions on the folder like renaming, deleting, or changing the retention period.

1. Search the My Files by Name, Email, or Subject OR
   • The search will include nested folders.
2. Click the checkbox(es) next to the folder(s) to be edited.
   • You cannot edit folders if you are not the owner.  
3. Click the Move To button to move the selected folders. 
4. Click the Change Retention Period button to change the retention period for the selected folders. 
5. Click the Delete button to delete the selected folders. 

Individual Folder Edit 

By hovering over a folder on the main dashboard, you can perform actions on the folder like renaming, deleting, or changing the retention period.

1. Hover over the folder to be edited. 
2. Click the Share button to choose which users can view and/or edit items in the folder. 
3. Click the Edit button to rename the folder. 
4. Click the Move To button to move the selected folders (only available for sub-folders). 
5. Click the Change Retention Period button to change the retention period for the selected folders. 
6. Click the Delete button to delete the selected folders. 

File View of Folders

Within each folder that contains messages, you can toggle the view.

Mail View: This view will display all items as a list of messages. You must click each message to see the list of attachments. 

File View: This view displays the contents of the folder as a list of all the attachments instead of a list of all the messages. Clicking on each file triggers it to download.

Move Items to a Folder

Items in your Inbox can be moved into an existing folder. If the retention period for the folder is less than the retention period for the item being moved, you will see a warning. 

1. Click the checkbox to the left of the item to be moved. 
2. Click the Move To icon. 
3. Click the folder where the item is to be placed. 
4. Click OK to move the item. 

Share Folders Internally

Your folders can be shared with other users in the firm to allow for easier collaboration and document sharing within the firm.

Info

View: Users can view messages and download attachments. Essentially, it grants read-only access to the content within the shared folder.

Edit: Users can Reply, Reply All, Forward, and Delete messages in the folder. They will also be able to create, edit, delete and change the retention for any sub-folders. 

1. Hover over the folder to be shared. 
2. Click the Share button. 
3. Type the full email address of the user you are sharing the folder with. 
4. Select View or Edit to designate what permissions the user has. 
5. Click Share. 

The selected user receives an email notification that a folder has been shared with them. They can now view the shared folder in their My Files section of the Exchange dashboard. 

Folder Link

All folders will have a link available that can be shared.

Info

• This link will allow for other users and clients to upload files directly to that folder.
• This access link will work the same as a company or personal drop-off link.
• The default user will be the folder owner.

Follow the steps below to retrieve a link for your folder.

1. Open the folder from the My Files dashboard. 
2. Click on the More menu.
3. Click Folder Link.
4. Here you can click on the link to open the URL OR
5. Click the Copy icon to copy/paste the link.