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Share reports and documents

You can share files with staff members or contacts in Cloud by assigning roles on the file. For example, assume you want a contact to be able to view a file in Cloud to verify that its contents are up to date. You can assign them the Contact - Viewer role to ensure that they can access the file and provide feedback on its contents.

Note: To assign users or groups a role on a file, they must first have access to the entity that file is associated with. Before attempting to share a file, ensure that each user or group has access to the appropriate entity. To learn more, see Grant entity access to users and groups.

Share files with users or groups

To share a file, you must assign users a role on that file. You can assign roles for specific files from the Files page.

To assign roles on a file to users or groups:

  1. Ensure that you have the Owner role or the equivalent privileges for the file you want to share.

  2. From the Cloud menu, select Files.

  3. Select the appropriate entity using the Entity Selector.

  4. Select the appropriate file, then select Share ().

    The Share icon is displayed after you select a file.

  5. Select the users or groups you want to have access to the file or activity, then select Assign Roles to (#) and the appropriate roles.

    Any roles that users already have due to previous settings appear under Inherited.

    Select the roles you want to assign to users

  6. Select Share.

You have shared a file with the selected users or groups.

You can also are share multiple files at the same time.

To assign roles on files to a user or group:

  1. Ensure that you have the Owner role or the equivalent privileges for the files you want to share.

  2. From the Cloud menu, select Files.

  3. Select the appropriate entities using the Entity Selector.

  4. Select the appropriate files, then select More Actions | Share.

    The Share option in the More Options menu.

  5. Select the groups, staff members and contacts you want to grant access to, then choose the appropriate role from the drop-down menu.

    The Share dialog with three files selected.

  6. Select Share.

Download a single file

If you need to be able to access or share a file outside of Cloud, you have the option to download it to your computer.

To download a single file:

  1. Ensure that you have the Entity Access role or equivalent privileges.

  2. Select the file you want to download.

  3. Select More Actions () | Download from the file’s menu.

You have downloaded the file to your computer.

Download multiple files

If you have access to multiple files that you want to download at once, you can select multiple files from the Files page and download them as a .zip package.

To download multiple files as a .zip:

  1. Ensure that you have the Viewer role for the files you want to download or the equivalent privileges.

  2. Choose the files you want to download, then select More Actions | Download.

    The Download button displayed in the File Summary pane.

  3. Enter a name for the .zip file and select OK.

    Enter a name for your .zip file

The selected files are downloaded to your computer in a .zip file.

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