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How do I give someone access to a Share Folder?

Note: This KB article is intended for file share data stewards. For a list of file share data stewards refer to the File Share Summary web page.

Each organisational area within the University can be provided a file share upon request. These file shares are managed by File Share Data Stewards within the organisational area who can create a structure comprised of Share Folders (where users can be granted access to save and store files) and Containers (which can be used to create a hierarchy of Share Folders based on function or activity).

File Shares are managed through the IAM Share Management System - https://intranet-apps.deakin.edu.au/iam/shares/

Permission Types

There are three ways that a file share data steward can give someone access to a share folder:

1. Global Permissions

Adding a user or group of users to the Global Permissions list will give them access to everything inside the file share with the exception of Restricted share folders. In the above example adding a user to the Global Permissions list will grant them access to all share folders (including PPRs, Planning and Acme) but not the the Director-Files share folder.

Restricted share folders are designed to store only the most confidential types of information. In the above example the Director-Files share folder is a restricted folder and the only way users can be given access to it by contacting the IT Service Desk with written authorisation from the head of the organisational area.

2. Share Folder Permissions

Adding a user or group of users directly to a share folder will grant them access only to the selected share folder and nothing else. In the above example adding a user to the General share folder will grant them access to this folder only.

3. Container Permissions

Adding a user or group of users to a container will grant them access to all share folders beneath the selected container. In the above example adding a user to the Projects container will give them access to the 2010-Process-Improvement share folder, the Acme share folder and the Ideas-Incorporated share folder.


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