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Collaboration Site

The Collaboration Site is a joined space in PyraCloud that allows users and SoftwareONE to store and share large files that are too big to email, for example project files and deliverables for a managed service engagement.

The Collaboration Site is accessible through the top navigation bar by clicking on your user profile dropdown and selecting “Collaboration Site”.

Figure 1 – Navigating to the Collaboration Site

Note: Initially only Top Level Admins are granted access to the module. If you do not see this option available, it may be due to your permission settings. Please contact your SoftwareONE Account Manager or your User Admin.

This will take you to the Collaboration Site area where you will see your workspaces e.g. the Sharing and Transactions workspaces shown below:

Figure 2 – Collaboraiton Site

Security and Permissions

Security for the Collaboration Site can only be managed by User Admins.

Admins can manage permissions for the Collaboration Site in the “User Management” area.

Figure 3 – Navigating to User Management

You can read our full User Management article here.

Admins can grant access to the feature by setting access to “Enabled” as shown below:

Figure 4 – Enabling User Access to the Collaboration Site

Workspace Level Permissions

Admins can also manage access to every workspace separately. A workspace is an area where you can share files and links with other users. There are different levels of access to a workspace:

  • None – Access is not permitted. Users are unable to view the workspace, and it is not displayed on the list of available workspaces.
  • Read – Users can access all elements of the workspace in read-only mode. Users can browse through a directory structure, list files and download them. Modification of resources is not allowed.
  • Read, Write – Users have all permissions included in “Read” mode. Additionally, users can upload files, create directories and links, delete files, directories and links.

A regular user does not have access to a workspace and they will see an “Access Denied” page.

Admins can assign permissions in two different ways:

Assign Users in the User Management Area

The first option is to go to User Management by clicking on “Company” in the main PyraCloud navigation bar and selecting User Management. From here you can look up the user and click on “View” in the actions column.

Figure 5 – Assigning Users in User Management

This will open up the permissions for that user. You can manage access in the Collaboration Site tab. Admins can assign access level for every existing workspace separately.

Figure 6 – Collaboration Site Permissions Tab

Assign Users Directly in the Collaboration Site

The second option is to manage user permissions within the “Collaboration Site” itself.

Admins will see the “Permissions” column visible as well as the number of users assigned to each workspace.

Figure 7 – Collaboration Site Permissions

When the “Manage Permissions” button is clicked, a new window appears in which you can assign multiple users to the selected workspace.

Figure 8 – Manage Permissions Window

The Manage Permissions window is a place where users can be assigned to a workspace. Listed users can have “Read” or “Read/Write” access rights granted. Admins can also delete a user from the list to remove their access rights.

Admins can preview assigned users within the workspace and can click on the assigned user to open the “Manage Permissions” window.

Figure 9 – Click on Assigned Users to Open the Manage Permissions Window

Storefront Documents

Users can attach files to any orders placed through PyraCloud and these files will be stored in the “Transactions” workspace.

Figure 10 – Transactions Workspace

Note: The Transactions workspace contains all documents attached to orders. Users who have access to the folder can preview and download documents at any level in the company hierarchy.

Access to the Transactions workspace should be granted with caution, therefore permissions are configured in a different way to other workspaces.

Admins can grant access to the Transactions workspace by enabling “View Storefront Documents” in the “Company>User Management” area and searching for the user. In the Features tab, click on the Collaboration Site drop down and tick “View Storefront Documents”. Permissions are applied with a few minutes.

Figure 11 – View Storefront Documents

Workspaces

The main Collaboration Site page will show you the workspaces you have access to.

Figure 12 – Workspaces you have access to

If you only have access to one workspace, you will be automatically redirected to its content.

Every workspace contains a list of files and directories. The top part of the screen contains action buttons and navigation elements (breadcrumbs).

Figure 13 – Workspace Main Page

Clicking on a folder name will open its content and update the top breadcrumb. To navigating up the tree, simply click on the breadcrumb.

Figure 14 – Breadcrumb

Downloading Files and Folders

File Download

You can click on the file name to start the download process or you can click on “Download” in the Actions colum.

Note: Downloading large files may take some time – especially from remote locations and through mobile network (GSM/LTE).

Folder Download

A folder can be downloaded in two ways:

  1. By clicking on the dropdown arrow in the breadcrumb and selecting Download. This will download the current open folder directory.

  2. By clicking on the more action buttons (…) in the Actions column and selecting Download. This will download the child folder.

The result is a zip file with compressed content of the folder.

Building the Structure

Creating a New Folder

You can create a new folder by clicking on the “Add New Folder” button and adding a Directory Name.

Figure 15 – Add New Folder

A new item appears as a child to the currently open folder. Folders can be added on any level of the file structure.

Note: The name needs to be unique. The module supports all diacritic characters (only special characters like backslash or asterisk are forbidden)

A newly created folder is marked with a “New” flag for two days from the date of creation.

Uploading Files

You can add files by uploading them via the “Upload files” action button. You can drag and drop files into the upload box or selected them from your file system.

Figure 16 – File Upload Area

You can upload multiple files at the same time. File names need to be unique, if they aren’t then you will see an error message. However, files with names that already exist can be overwritten after selecting the “Overwrite existing files” checkbox.

Figure 17 – Overwrite Existing File and Progress Bar

Note: Files up to 50mb are supported. There is no limit to the number of files in a single folder.

Changing the Structure

Renaming Files and Folders

Entries in the file structure can be renamed by clicking on the more action buttons (…) in the Actions column and selecting Rename. This will open a popup where you can change the name. The new name needs to be unique.

Figure 18 – Renaming Files and Folders

Deleting Files and Folders

You can delete entries by clicking on the more action buttons (…) in the Actions column and selecting Delete.

Figure 19 – Deleting Files and Folders

The decision has to be confirmed in a modal window.

Figure 20 – Confirm Deletion

Moving Files and Folders

You can move files and folders by:

  1. Selecting entries to move
  2. Selecting the target directory

To select the entries simply select the check boxes next to the entries you want to move. Once you select an entry, the “Move” option will become active.

Figure 21 – Selecting Entries and Move Option

Clicking on Move will open a window with the existing structure where you can select the target directory.

Figure 22 – Move Window to Select Target Directory

Note: If the file or directory already exists in your target location, you will receive an error message and the move action will be cancelled.

Updated on December 6, 2019

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