What is an AXIS Cloud Sync Team Share

AXIS Cloud Sync – What is a Team Share

In addition to working with standard files and folders, end users can work together in shared spaces called Team Shares. Using Team Shares, groups of users—called subscribers—can collaborate on shared content in one central area. Team Shares can only be configured for users in your organization; guest accounts cannot be added to Team Shares.

End users can create their own Team Shares, or administrators can create Team Shares for end users. For example, you might create separate Team Shares for each department, or for project teams.

To prevent Team Share subscribers from accessing and editing the same file at the same time, you can optionally turn on the File Locking feature, which allows end users to lock files and folders before they begin making changes. For more information on File Locking, please reference the How Do I Manage File and Folder Locking Knowledge Base article.

For more information on managing Team Shares and individual shares, please reference the Team Shares and Individual Shares Knowledge Base article.

Creating a Team Share

Before you create Team Shares, it is a best practice to carefully consider how content should be organized and accessed within the system. On one hand, you should consider how groups of users work and collaborate within an organization (through departments, project teams, and so forth). On the other hand, you should also consider the type of content contained in Team Shares.

Content that is contained in Team Shares will sync (and therefore, download) to each subscriber’s connected device. If Team Share content does not need to be accessed from each device (for example, view-only video files), you can use subscription rules to help reduce storage and bandwidth requirements.

You can select from the following subscription rules:

• Web and Mobile—this setting allows Team Share subscribers to access Team Share content from only the web portal and any registered mobile device.
• WebDAV—this setting allows Team Share subscribers to access Team Share content from the WebDAV interface (a mapped drive connection).
• Future Machines—this setting allows Team Share subscribers to access Team Share content from all future devices, including the desktop agent.

To create a Team Share:

1. From the web portal, click the Shares button. The Shares page displays, listing all existing Team Shares.
2. In the Shares tab, click the New Team Share button.
   
   The Team Share Settings page displays.
   
3. In the Team Share Name field, type a descriptive name for the Team Share so that it can be easily recognized by subscribers.
4. Select the Auto Lock Word/Excel Files checkbox to enable to the auto locking feature for Microsoft Word and Excel files.
5. By default, the Allow Subscription Notices via Email checkbox is enabled, so that email notices are sent when new subscribers are added to the Team Share. You can optionally uncheck this checkbox.
6. In the Description field, type a description of the Team Share.
7. In the Subscribers box, select the users or Groups who will have access to the Team Share. End users who have been created for this organization will appear in the Subscribers box. For more information about creating Groups, please reference the How to Create and Manage Groups Knowledge Base article.
   • Click a + sign to expand the adjacent username; you will see a list of machines associated with the user account.
     
     Using the checkboxes, you can specify how the user account can (or cannot) access the Team Share.
     • Click the Web and Mobile checkbox to allow the user to access the Team Share from the web portal and any registered mobile device.
     • Click the WebDAV checkbox to allow the user to access the Team Share from the WebDAV interface (a mapped drived connection). For more information on WebDAV, please reference the Mapping a Drive Using WebDAV Knowledge Base article.
     • Click the Future Machines checkbox to allow the user access to the Team Share from all future devices.Note: This option affects whether or not a Team Share can be downloaded to a local machine. If the Future Machines setting is selected, and the user later registers an agent on his or her local machine, then the machine name will appear under this section with a checkmark after it is registered. In this instance, the Team Share will download and appear within the user’s local Synced Folder after the registration process is complete.If the Future Machines setting is unchecked, and the user later registers an agent on his or her local machine, then the local machine name will still appear under this section after it is registered, but without a checkmark. In this instance, the Team Share will not download or appear within the user’s local Synced Folder.
     • Click the <Machine Name> checkbox to allow the user to access the Team Share from his or her agent (local machine). This option will only display after the user registers an agent on his or her local machine.
     • Click the checkbox next to the user account name to allow the user to access the Team Share from the web portal, WebDAV, and any registered (or future) device.Note: When all access methods are manually checked, this checkbox will automatically appear as selected. If at least one of the access methods is not selected, the checkbox will appear as a green square.
8. Optionally, in the Invite Subscribers box, enter a comma-delimited list of email addresses outside of the organization that should be subscribers to the Team Share. These users must have an existing account. This option is useful when end users in the same system, but in unrelated organizations, need to collaborate in the same Team Share.
   
   When you click the Save button to create the Team Share, the users who were added in the Invite Subscribers box will receive an email notification with a link to accept or decline the Team Share invitation.
   
   The invited subscribers will also see a notification in the Shares tab when they log into the web portal. When they click the Shares tab, they can review a list of outstanding Team Share invitations and accept or decline as appropriate.
   
   If the subscriber accepts the invitation, you will be able to manage his or her connected devices in the Team Share page. For example, the ability for a device to sync down content can be toggled on or off.
   

Managing Team Shares

You can also manage existing Team Shares in the Team Shares page.

1. You can search for an existing Team Share using the Search box.
   
2. You can also edit an existing Team Share.
   • Click the Edit Team Share button.
     
   • In the Team Share Settings page, you can edit the name of the Team Share, change the organization under which the team share exists, turn on the Auto Lock Word/Excel Files feature, turn on the Allow Subscription Notices via Email feature, and edit the description.
     

Using Team Shares

Depending on Team Share settings, end users can access Team Shares through the web portal and through their connected devices.

Team Shares can be identified by the two figure silhouette graphic overlay.