Sharing is turned off by default.
Sharing controls must be configured for files in the My Files area (includes users’ personal storage and Home directories) and for Net Folders.
Sharing for files in the My Files area can be configured on a global level for all users or for individual users or groups.
Even if sharing is turned on for a given user or group, it must also be turned on at every Net Folder and for each user for files in their Home folder.
My Files vs. Net Folders
My Files: Filr expects that you want users to be able to share their own files and folders.
After sharing is enabled at the global level, users can share files and folders in their My Files area by default (includes users’ personal storage and Home directories).
Net Folders: Filr expects that you do not want users sharing files in Net Folders unless they are specifically authorized to do so.
Sharing is enabled at the global level for Net Folders. However, users cannot share the files in any Net Folder until you specifically turn sharing on for them at the Net Folder level (either individually or as part of a group).
Folders within Net Folders cannot be shared.
Sharing privileges are granular:
Share Internal: Users can share only with internal users (provisioned and administrator-created local users).
Share External: Users can share with external users. These are users that have been invited via an email notification to provision themselves as users in Filr based on their email address identity.
Share public: Users can share with the public. No authentication is required. The URL that is shared in public sharing can be forwarded, posted, emailed, tweeted, blogged, and disseminated in any way. Anyone who has that URL can access the shared information.
The administrator can disable the Allow Shares with Never checkbox in the admin console to hide the Never option for the users. However, the files that are already shared with the Never expire option continue to be the same. If the administrator wants to set the expiry of already shared files to a pre-determined date for all the users, then accordingly the value for the expiry days has to be reset to a definite value in the database through the following procedure.
IMPORTANT:
The administrator has to perform this procedure with caution as it directly updates the database and the changes cannot be undone.
The administrator has to communicate out-of-band to the end users about this change that happened to their shares.
Stop the Filr service on all the Filr appliances in the Filr system. See Managing System Services in OpenText Filr 23.4: Administrative UI Reference.
Take a backup of SS_ShareItem table.
By default, Allow Shares with Never checkbox is enabled. If it is disabled, then:
Based on the DB type, run query 1 given in the Databases and the Queries to get the number of shares in a given zone.
Run query 2 given in the Databases and the Queriesto update the expiration value.
After the Allow Shares with Never checkbox is disabled,
Run query 1 given in the Databases and the Queries to validate if all the shares with Never are updated. (This is optional).
Start Filr service on all Filr appliances in the Filr system. See Managing System Services in OpenText Filr 23.4: Administrative UI Reference.
Following are the queries for validating and updating the shares with Never.
Check the number of Never shares in a given zone.
SELECT COUNT(*) FROM SS_ShareItem WHERE endDate is NULL AND zoneId = (SELECT zoneId FROM SS_ZoneInfo WHERE zoneName = 'ZONE_NAME');
Update the Never shares with a default expiry value of 30 days.
UPDATE SS_ShareItem SET endDate = GETDATE() + 30, daysToExpire = 30 WHERE endDate is NULL AND zoneId = (SELECT zoneId FROM SS_ZoneInfo WHERE zoneName = 'ZONE_NAME');
Check the number of Never shares in a given zone.
SELECT COUNT(*) FROM public.ss_shareitem WHERE enddate is NULL AND zoneid = (SELECT zoneid FROM public.ss_zoneinfo where zonename = 'ZONE_NAME');
Update the Never shares with a default expiry value of 30 days.
UPDATE public.ss_shareitem SET enddate = current_date + 30, daystoexpire = 30 WHERE enddate is NULL AND zoneid = (SELECT zoneid FROM public.ss_zoneinfo where zonename = 'ZONE_NAME');
Check the number of Never shares in a given zone.
SELECT COUNT(*) FROM SS_ShareItem WHERE EndDate is NULL AND ZoneId = (SELECT ZoneId FROM SS_ZoneInfo WHERE ZoneName = 'ZONE_NAME');
Update the Never shares with a default expiration value of 30 days.
UPDATE SS_ShareItem SET EndDate = DATE_ADD(NOW(), INTERVAL 30 DAY), DaysToExpire = 30 WHERE EndDate is NULL AND ZoneId = (SELECT ZoneId FROM SS_ZoneInfo WHERE ZoneName = 'ZONE_NAME');
NOTE:
ZONE_NAME has to be modified with Filr zone name (it is case-sensitive)
Modify the number 30 to the required value to set the expiry of Never shares.