File exchange with Syncplicity
Handbook - Web Interface
Version 1.0
Information and Communication Technology
November, 2016
First access
Welcome to Syncplicity, the corporate solution for exchanging big files!
It’s simple, access to Syncplicity, login with your network credentials (if requested) and start using
the new tool.
After the first login you’ll see the following screen. This is the main area you’ll be handling with
during your sharing activities.
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Folder creation before file sharing 1/2
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
Before starting with Chose a name for your Click on folders name or
sharing of the files, you folder and press enter. the icon in order to open
have to create a folder the Folder.
Click on “create folder”
icon under the right
standing menu
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Folder creation before file sharing 2/2
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
You can create as many folders as you want by adding also subfolders for a better organization
of your file exchange activities.
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File upload 1/2
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
Open the previously A pop – up will inform you Once your file has been
created folder and click on about the upload status. It uploaded, it is ready for
“upload” icon under the will disappear automatically sharing.
right standing menu when upload will be
and select from your completed. NOTE: For multiple files
sources the file you want to upload keep on holding Ctrl
share. bottom while selecting the
files.
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File upload 2/2
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
You can upload as many files as you want in your folders and subfolders.
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File sharing 1/3
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
Select the file you want to In the field “To:” insert the email address of the person(s) you
share, then: want to share your file with.
• Right click and select
“Share Link”, OR NOTES:
• Click on the “share link” • If the recipient is already assigned with Syncplicity account,
button from the black you can search him/her entering the name or surname. Be
menu above aware that the search might take few seconds before finding
the person(s) you want to share the file with
• If the recipient is not assigned with a corporate Syncplicity
account, don’t worry: guest user(s) will receive a first sharing
invitation by Syncplicity and will be able to self-register
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File sharing 2/3
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
During the sharing activity there are multiple features and options which can be set-up:
1. Add a text message for the recipient
2. You can also set-up a password for opening the link. NOTE: in this case remember that you’ll
have to send the related password in a separated email to recipient(s)
3. Shorten the expiration date of the link: by default it’s configured to 7 days . With this option you
can choose for how many days you want to make the link available for download (1-7 days)
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File sharing 3/3
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
Once finished the set-up, click “Email You can also copy link by clicking on the
Link” to proceed with link distribution. “Copy Link” bottom and insert it in a
After finalizing the sharing activity, separate email to recipient(s). This will
recipient(s) will receive a sharing permit you to insert the single link in a
notification by Syncplicity which will separated email to recipient(s).
include the link for downloading of the
document. NOTE: the link for download will be valid (up
to 7 days), once the link is expired the
receipients won’t be able to download the
file even if it’s still available in Syncplicity.
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Folder sharing 1/3
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
You can also choose to share a folder. NOTE: the person you’ll share the folder with will be
able to view all files and subfolders.
In the field “To:” insert the email address of the person(s) you want to
Choose the folder you’d like
share your file with:
to share then:
• Right click and select
NOTES:
“Share”, OR
• If the recipient is already assigned with Syncplicity account, you
• Click on the “share”
can search him/her entering the name or surname. Be aware that
button from the black
the search might take few seconds before finding the person(s)
menu above
you want to share the file with
• If the recipient is not assigned with a corporate Syncplicity
account, don’t worry: guest user(s) will receive a first sharing
invitation by Syncplicity and will be able to self-register
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Folder sharing 2/3
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
During the sharing activity there are multiple features and options which can be set-up:
1. Change the role for recipient: by default it’s Editor which means that the recipient can view
and download files and in addition can upload other files in the folder. Role can be
changed to Reader who can only view and download files
2. Add a text message for the recipient
NOTE: When you share a folder with someone, this person will be able to share the same
folder with others. Readers will be able to add Readers and Editors other Editors.
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Folder sharing 3/3
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
Once finished the set-up, click “Share” to proceed with sharing of the folder. The person(s) you
shared the folder with will receive a sharing notification by Syncplicity which will include the
name of the shared folder and more details for access to the folder.
NOTE: when a new file is uploaded no automatic notification will be sent to the person(s) you
shared the folder with. In any case the file will be automatically deleted after 15-30 days, so
always remember to inform those person(s) about the new file upload by a separate message.
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Receiving files from guest users
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
In order to receive files from guest user(s), you have to:
• Create a specific folder in Syncplicity
• Share the folder with guest user(s) - after the sharing procedure the guest user(s) will
receive a first sharing invitation by Syncplicity and will be able to self-register
• Ask the guest user to copy the file he/she wants to share in the specific folder
Afterwards you’ll just need to synchronize the shared file on your computer.
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File deletion and restore
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
Users are requested to delete files from Syncplicity folders as soon as possible, in order to ensure
maximum space availability for other users. However, when not done by the user, files are
automatically deleted in a timeframe of 15-30 days from the upload date.
Choose the file you’d like to delete: Files deleted by accident can be easily restored within 15 days
• Right click and select “Delete”, from the deletion. Click on the icon “show deleted items” to
OR recoverable items.
• Click on the “delete” button from
the black menu above Choose the file you’d like to restore:
• Right click and select “Restore”, OR
• Click on the “restore” button from the black menu above
After 15 days, restore is no longer possible, so make sure you
always retain copies of important files exchanged through
Syncplicity.
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Folder deletion and restore
Folder creation > File upload > File/Folder sharing > File deletion & restore > Folder deletion & restore
Folders and subfolders can also be deleted like files, but restore function is available only for
subfolders. Once you delete a top level folder you won’t be able to undo this action.
NOTE: automatic deletion feature works on files only. Folders and subfolders can only be
deleted by the user
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Legend 1/6
Folder types
Here below you’ll find the meaning of the various folders you’ll see while using
Syncplicity.
Folder created by yourself (not shared)
Folder created by yourself (shared)
Folder created by others (shared with you)
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Legend 2/6
“Activity feed” page
What is "Activity feed"?
The "Activity feed" feature shows you the most recent events that have taken place in your
account.
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Legend 3/6
“Files” page
What is “Files"?
The “files" feature is the main feature you’ll be handling with. It permits you to upload folders
or files and complete the sharing activity in a simple and fast way.
Upload – by clicking on this icon you can proceed with uploading of the file you want to share
Create folder – by clicking on this icon you can proceed with creating a folder. This step is necessary in order to upload the file you
want to share
Show edit mode – by clicking on this icon will appear an additional column on the left from which you can make a fast selection and
deselection of the folders/files
Show deleted items – by clicking on this icon will appear the recently deleted item (files only), this option might help you to restore a file
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Legend 4/6
“Shared links” page
What is “Shared Links"?
The “shared links" feature is divided into two sections.
“Sent” is illustrating the list of shared links sent since the first sharing activity.
“Received” is illustrating the list of received shared links.
Search– by clicking on this icon you can make a search of a specific file by entering the name of it in the apposite search field
Show edit mode – by clicking on this icon will appear an additional column on the left from which you can make a fast selection and
deselection of the folders/files
Hide/Show expired shared links – by clicking on this icon will be possible to visualize the link expired (and non).
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Legend 5/6
“Install” page
This feature is disabled.
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Legend 6/6
“Account” page
What is “Account"?
The “account" feature is divided into three sections.
“Account” gives you an overview of your current account (email address, storage vaults,
subscription). The change password feature available is ineffective.
“Login history” gives you an overview of your account logins with parameters such as Access
Type, Device or Browser, Time etc.
“Devices” gives the opportunity to manage your devices. NOTE: do not use this section
because all parameters have been configured automatically during the deployment!
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