Internal Permission-Based Sharing

Modified on Thu, 28 Apr 2022 at 05:31 AM

ShareSync: Internal Permission-Based Sharing

Article ID: 2634 Last updated on 6/9/2020 12:52:55 PM Product: ShareSync

Permission-based sharing is an internal type of sharing which allows an author to grant other ShareSync® users specific permissions to a folder.

Permission Types

There are 3 types of permissions:

  • View permission allows collaborators to ONLY view content in shared folders; any changes made to content remain on the local machine and will not be synchronized with other collaborators.
  • Modify permission allows collaborators to view, modify and delete content in shared folders; all changes will be synchronized to your My ShareSync folder.
  • Co-owner permission allows collaborators to re-share folders with access permissions, share files/folders as web links, and permanently delete files, in addition to all the features provided by the Modify permission.


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Web Interface

  1. Click Actions > Manage Collaborators next to folder that you’d like to share.
    Manage Collaborators
  2. Select co-workers with whom you’d like to share your folder. As you start typing the collaborator’s names, ShareSync Sharing dialog auto-completes the names for you. Alternatively, you can select the user from the Address Book.
  3. Set level of permissions: View, Modify or Co-Owner.
  4. You can click Advanced settings to set Collaboration Notifications for the folder and desktop client synchronization settings for the collaborator. This step is optional.
    Advanced settings
  5. Click Share to send an invitation.
  6. Review the status of your sharing request, stop sharing, change permissions, and re-invite co-workers in case they forgot to reply or did not receive your invitation.

Once given sharing permissions on a particular folder, your co-workers receive an email notification. In order to begin sharing, your co-workers need to accept the sharing request. Email notifications contain a link that redirect recipients to the ShareSync Web portal where they can accept sharing requests. Once an invitation is accepted all shared content is synchronized to their devices running ShareSync. Email notification about accepted share is sent to the actor, who sends invitation (an owner or a co-owner).

Note: if users don’t have ShareSync enabled, they will be prompted to first enable it and then install it.

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Windows сlient

To share a file internally, right-click the folder that you want to share (it should be located under My ShareSync folder) and select ShareSync > Share:

Share via Desktop client

You will be redirected to the Web Interface to send sharing invitation.

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Mac сlient

To share a file internally, hold the Apple (Command) key and click on the folder that you want to share (it should be located under My ShareSync folder) and select ShareSync > Share:

 Share via Desktop Client (Mac)

You will be redirected to the Web Interface to send sharing invitation.

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Subfolder Sharing

When sharing a top-level folder:

  • This action also shares all the subfolders in that top-level folder.
  • All collaborators invited to a share of a top-level folder will inherit the same permissions on all subfolders.
  • Collaborators see the shared top-level folder as a top-level folder in their own ShareSync environment.

When sharing a subfolder:

  • If any of the parent folders have already been shared, those same collaborators will automatically have access to this subfolder, but they cannot be removed. New users can be added to the share as per the user’s requirements.
  • The subfolder can be shared with permission level that differs from permissions that collaborator has for the top-level folder, i.e. View permissions for the top-level folder and Modify permissions for the specific subfolder in it and vice versa. In this case, collaborators will see the shared subfolder as a separate top-level folder in their ShareSync environment. 
  • If none of the parent folders have been shared, the subfolder can be shared with any set of users and this subfolder will be displayed as a top-level container for the collaborator.


  • Folder re-sharing is available only for folders shared with co-owner permissions. If you share the folder with someone with Modify or View permissions, they will not be able to share it with someone else.
  • If you share two top-level folders and make one of them a subfolder of the other (move or drag and drop), the subfolder will have the same level of access as the parent folder does;
  • Internal Sharing is only available between users on one account. 
  • If you share the subfolder with a lower permission level than the collaborator has for top-level folder, the subfolder will also appear as an additional top-level folder in ShareSync environment and collaborator will have access to files in this folder with lower permission level as well.
  • Rename does NOT break sharing permissions for the folder.
  • If the shared folder is renamed by the user with Modify permissions and higher, this change will not propagate to other collaborators. The new folder name will only be visible to the user who renamed it
  • Permissions stay intact if a folder is moved within the folders that belong to the same user. It is allowed to move files and folders between top-level folders (My ShareSync, Desktop, Documents, Pictures, Videos, Music).
  • It it not possible to move a folder that belongs to one user into a folder that belongs to another user. If a folder is shared with a user, they cannot move it into a folder owned by them. In case such move is performed via the Desktop app, sharing permissions and versioning will not be preserved.

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Group Sharing

ShareSync end-users can now share folders with groups (Distribution Lists). Groups which have permissions are shown in Manage collaborators list in the ShareSync Web App


  • This feature is only available on Celeratec accounts that have Distribution Lists created. It may take up to 24 hours for a newly created Distribution List to show up in ShareSync Address Book.
  • User needs to have Exchange or OWA-only mailbox to be added to the Distribution List. ShareSync only user cannot be added to the Distribution List.

To share a folder with a group:

  1. Click Share next to the folder name
  2. Click the Address Book icon to find the Distribution List (or type the address if the Distribution List)
  3. Check the box next to the Distribution List name and click Select
  4. Click Share


Permission level evaluation:

  • If user is a member of multiple Distribution Lists and has no individual permission on the shared folder, the highest permission from the Distribution List(s) assigned to this folder is the final permission. Example: User 1 is a member of the Group 1 and Group 2. Folder 1 is shared with Group 1 with View permissions and with Group 2 with Modify permissions. User 1 will have Modify permissions to Folder 1.
  • Individual permissions supersede any Distribution List permissions

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Leaving Share

There are 3 ways to stop collaborating on shared file or folder:

  1. File or folder Owner selects Stop share or clicks on Cross next to collaborator's name. Appropriate events will appear in the event log on the account (unshared).
    Stop shareEvent
  2. Select Leave share in desktop client or web interface. This action results in an event written to ShareSync event log on the account (stopped collaborating on).
    Leave shareEvent
  3. Delete a file or folder you collaborate on from your machine. When deleting, ShareSync will ask you to confirm that you are leaving a share. This option silently removes a share without any entries seen in the event log on the account.
    Delete folder

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