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 is automatically deleted.

Create a Parent Folder

1. Click Add Folder. 
2. Type a Folder Name. 
3. Select Folder Type.
   • Private: This folder is only available to the signed-in user. 
   • Shared: This folder is only available to the signed-in user, and whomever they choose to share with. If this option is selected, a prompt appears 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 period cannot be increased. 
5. Type a Description for the folder (not required).
6. Toggle Enable Notifications to On to receive notifications when files have my uploaded to the folder. 
7. Click Create or Next to save the new folder. 

Share

If you select for this folder to be shared, the next step directs you to select the users you wish to share it with. 

1. Type the name of the user or users to share the folder to. 
2. Select the folder permissions for those users. 
   • View: Users can only download files from this folder. 
   • Edit: Users can move, download, edit, and delete contents from this folder. 
3. Click Share to save your selections. 

Create a Subfolder

1. Click the parent folder from the My Files dashboard. 
2. Click Add Folder. 
3. Enter the folder information as outlined above. 
4. Toggle Enable Notifications to On to receive notifications when files have my uploaded to the folder. 
5. Click Create. 

Editing Folders

After you have some folders created you can 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 folder and subfolder names. 
   
   • Individual items can be searched inside folders from the File View. 
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. Click the Edit button to rename the folder. 
2. Click the Share button to choose which users can view and/or edit items in the folder. 
3. Click the More icon to see additional options. 
4. Click Notification to change notification settings for the folder.
5. Click Upload File(s) to upload files to that folder. 
6. Click Folder Link to view or copy that folder's drop-off link. 
7. Click Move To to move the selected folders (only available for sub-folders).  
8. Click the Delete button to delete the selected folders. 

Folder Views

Within each folder that contains messages or files, you can choose how to display those items. 

Files

1. Click the Files tab to view only the files that have been uploaded to or moved to the folder. 
2. Search items by File Name, Subject, or Sender.
3. Click the Filter icon to filter the files displayed. 
4. Click a column header to sort in ascending or descending order. 
5. Click the file to download it. 
6. Select one or more items to perform actions. 
7. Click Download to download selected files. 
8. Click Move to move selected files. 
   • Only files uploaded directly to the folder can be moved.
   • Files included in messages or document request lists cannot be moved from this dashboard. 
9. Click Delete to delete selected files. 

Message

1. Click Message to view messages moved to the folder. 
   • This section offers many of the same options as the Inbox. 
   • The Quick Reply option is not available in this view. 

Request

1. Click Request to view document requests moved to the folder. 
   • This section offers many of the same options as the Request Documents section.
   • The Send Reminder option is not available in this view because only completed requests can be moved to folders. 

Move Items to a Folder

Items in your Inbox and Request Documents section 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. 

You can move files to any folder you created, or any folder you have Edit permissions for. 

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 can also create, edit, delete and change the retention for any sub-folders. 

Share Folder

1. Click Share. 
2. Type the users name or name of user group that you would like to share the folder with. 
   • If a user group is selected, all users in that group with have access to folder. 
3. Select View or Edit to designate what permissions the user(s) will have. 
4. Click Share. 

Folder Link

All folders have a link available that can be shared.

Info

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

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

1. Locate the folder in the My Files dashboard. 
2. Click the More menu.
3. Click Folder Link.
4. Click the link to open the URL OR
5. Click the Copy icon to copy/paste the link.