Receive Folders

Receive Folders

Receive folders make it easy for other people to send you files without going through the hassle of setting them up as users on your account. Just like shared folders, the files collected in receive folders are stored inside your account.

How do receive folders work?

  1. You pick a method for customers and clients to upload files to you. This can be a link to a web form provided by ExaVault or it can be embedded into your own website. When you've decided on an upload method, create your receive folder.
  2. Your customers and clients use the web form to send files to your ExaVault account.
  3. Files are stored in the designated receive folder. Optional notification emails let you know when new files have arrived.

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Setting up receive folder

The Receive folder feature is not available in some plans and may require an upgrade to your account.

How to Create a Receive Folder

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Creating and managing receive folders with SWFT

To create a receive folder in your ExaVault account, start by clicking the Sharing button on the main navigation toolbar on the left side of your window. Click the RECEIVE tab at the top-right of the page and complete the following steps:

Step 1: Select the folder you want to share

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Setting up receive folder

  1. Click the BROWSE FILE MANAGER button.
  2. Use the folder navigation to find the folder you would like to receive uploads or manually enter the folder name in the path field.
  3. You can also create a NEW FOLDER if needed.
  4. Click OK when folder is selected.

Step 2: Choose how to notify recipients of the shared folder

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Setting up receive folder

There are two options for notifying your recipient(s) about the new receive folder:

  1. In the Add Someone field, type an email address.
  2. To add a second email, enter a comma or press space before typing the next address. You can also copy-and-paste a list of emails or use an Email List feature to create a preset list.
  3. In the Subject field, add the custom subject line you would like to appear in invite email.
  4. You have the option to select Include Custom Message? This will provide a Custom Message field that can be used to include additional text for the body of your invite email.
  • When this option is selected, no immediate action is required. A link will be provide once you finish your settings and click CONFIRM SHARE.
  • This method is best if you intend on sharing the link through an instant messenger, hyperlinking in a newsletter, or similar communications.

Embed this shared folder as a widget on my website.

  • When this option is selected, no immediate action is required. HTML code for a widget will be provide once you finish your settings and click CONFIRM SHARE.
  • This method is best if you want clients to upload files into your receive folder while viewing a webpage other than ExaVault.

Step 3: Decide who gets notified when files are uploaded

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Setting up receive folder

When creating a receive folder, a delivery receipt email can be triggered when the invitee has uploaded file(s)/folder(s) into your receive folder. You have the following options for sending the delivery receipt:

  • Send a delivery receipt to me. A message will be sent to the to user who originally shared the folder.
  • Let me choose who gets a delivery receipt. Enables you to enter one or many email addresses (separated by a space or comma) to receive the delivery receipt email.
  • Don't send any delivery receipts to anyone, including me. Disables the delivery receipt for this folder share.

(Optional) Advance Options

There is an additional settings that can be found when clicking Show Advance Options:

Expiration Date

By default, share folders will not have an expiration date. An expiration dates can be added on any future date. Clients attempting to access the share folder after the expiration date will receive a message that the folder are no longer available.

To add an expiration date:

  1. Click on the add expiration link to open the calendar picker.
  2. Select the new date.
  3. Click Ok.

To remove, use the blue x icon that appears next to the new date.

Step 4: Click CONFIRM SHARE

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Setting up receive folder

Once the settings above are complete, click CONFIRM SHARE to save all settings, create the receive link for the selected folder, and notify the recipients.

  • If you selected Send an email…, an email with a unique link to the folder you have selected will be sent to each of the email addresses that you entered containing the custom subject line and message (if entered).
  • If you selected Give me a link…, a pop-up will appear on your screen with the URL you can copy for circulation.
  • If you selected I want to embed…, a pop-up will appear on your screen with the HTML code you can copy for adding into your website.

Ways to Upload Files to a Receive Folder

When an invitee receives access to the Receive Folder, there are multiple ways files can be sent to your account without the client ever logging in to ExaVault. This provides a very secure way to receive files and folders from clients.

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Uploading files to receive folders

If you selected Send an email to individuals… or Give me a link… during your receive folder setup or from the settings, a web link is sent to the invitee to access the upload files.

When a client receives the link, they follow the steps below to send file(s)/folder(s):

  1. Click the link to open the web form. The web form can be customized to meet your needs (example customizations: invoice number, region ID, etc).
  2. The client completes the data fields that have been marked as required
  3. The client select the file(s)/folder(s) to upload by Drag & Dropping or using the ADD FILES and ADD FOLDERS buttons.
  4. The client selects SEND FILES.
  5. Files are sent to the designated receive folder; clients will receive a confirmation email when the files are uploaded.

Upload Form

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Uploading files to receive folders with the upload widget

You can download code for the form builder when setting up your receive folder. Including this code in your own website lets you control the appearance of the page as well as collect other information. Users will see a form that allows them to select and upload files. Submitted files will be placed in the linked receive folder.

Technical details on integrating your receive folder into your website can be found in the developer notes.

Managing Existing Receive Folders

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Sharing History

The SHARE ACTIVITY lets you interact with your receive folders in several ways. You can forward the folder to new recipients, view the form data, change settings for your receive folder, and even disable access to the sent files.

  1. Click the Activity button on the main toolbar.
  2. Click the SHARE ACTIVITY tab.
  3. Locate the entry for your receive folder in the list and click on the item to open settings.
  4. You can also use the drop-down arrow to the right of your share folder entry to display the menu of options:
    • Settings opens the SETTINGS tab for the share.
    • Form Data opens a pop-up that will list all the data entered by invitees when uploading file(s)/folder(s) to your receive folder. Use the EXPORT button to download the full list of the form data as a spreadsheet.
    • Invite opens the INVITE tab for the share.
    • Preview opens the receive link that was sent to recipients in a new browser tab for review.
    • Stop Sharing disables access to the receive folder completely. If selected, the share can not be restarted - a new share will need to be created.

Settings Tab

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Setting up receive folder

On the SETTINGS tab you will be able to update or add the following settings. These may already be enabled pending the initial set-up of the receive folder.

  • Customize Receive Form: opens settings for the Receive Form Builder that allows you to customize the data collected when files are uploaded.
  • Link: Displays the link that invitees will received to access the receive form.
    • Use the Files Icon to quickly copy the full URL to your computer's clipboard.
    • Use the Preview link to open the URL in a new browser tab with the current settings (password/email requirements).
  • Require Email Access: When selected, this setting forces invitees to enter an email address before accessing the receive form.
  • Require Password to Access: When selected, a password field appears. Adding a password to this field will require the invitee to enter the same password before accessing the receive form.
  • Delivery Receipt: Determines if anyone will receive notification when the invitee uploads to the receive folder.
    • If Add is selected, a delivery receipt can be sent to the user viewing the settings or to a list of email addresses (separated by a space or comma in the field that appears).
    • If Remove is selected, no delivery receipt will be sent.
  • Allow Embedding: if selected, you will see a Get code link. Selecting this link allows you to copy the HTML required for embedding this form on a website.
  • Expiration: By default, receive folders will not have an expiration date. An expiration dates can be added on any future date. Clients attempting to access the receive form after the expiration date will receive a message that the form is no longer available.
    • To change the expiration, click on Add or the current expiration date to open the calendar picker and select the new date.
  • Share Activity: Shows a log of the interactions with the receive form (invites sent, new invitees added, share setting updates, and received invites).
  • Deactivate Share: Click to remove access to the receive form. Once deactivated the send can not be re-opened; the link is disable and a new Send must be made.
  • Cancel: Click to leave the settings without saving any changes.
  • Save Changes: Click to save any changes made to the settings above.

Invite Tab

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Setting up receive folder

When viewing the INVITE tab for a receive folder, you have the following options:

  • Add New Invitees: Fields for creating new invitation emails for the receive form. To send a new email, follow these steps:
    1. In the Add Someone field, type an email address.
    2. To add a second email, enter a comma or press space before typing the next address. You can also copy-and-paste a list of emails or use an Email List feature to create a preset list.
    3. In the Subject field, add the custom subject line you would like to appear in invite email.
    4. Add a Custom Message in the field to include additional text for the body of your invite email
    5. Click the INVITE PEOPLE button.
  • View Invitees List: Below the INVITE PEOPLE button is a list of all email addresses that were sent a receive form invitation email or who accessed the form by entering their email address when prompted (if require email address is enabled for the share).
    • Click on the Trash Can icon to remove someone from the invitee list.
    • Click the Envelope icon to resent the invitation email to a specific invitee.
  • Share Activity: Shows a log of the interactions with the receive folder (invites sent, new invitees added, share setting updates, and received invites).
  • RESEND ALL INVITES: Click button to send the invitation email to all emails listed in the invitee list.
  • CLOSE: Exits the settings for this receive folder.

Activity Tab

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Setting up receive folder

The ACTIVITY tab shows a log of the following interactions with the receive folder:

  • Invites sent and new invitees added
  • Share setting updates
  • Received invites (invitees who visit the link)

To view additional logging for when and how clients interacted with the items in your share (download, deletes, etc), visit the SESSIONS LOG.

Disabling Access to Receive Folder

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Deactivating receive folder

If you need to remove access to a receive folder, you can disable the share at any time after it is created. If people attempt to access the form after you've disabled the link, they'll receive a message that the form is no longer available.

To disable receive form that has been shared:

  1. Click the Activity button on the main toolbar.
  2. Click the SHARE ACTIVITY tab.
  3. Click on the receive entry to open the settings.
  4. Click the DEACTIVATE SHARE button.
  5. Click the YES button to confirm that wish to disable the receive folder.

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account/05-file-sharing/04-receive-folders.txt · Last modified 2021/01/31 03:14 (external edit)