Sharing Folders with Mail Only Users

Sharing Folders with Mail Only Users

Overview

You may have chosen to set up your account with just one Workplace member (usually the Clerk).  Folders can be shared with non-Workplace users.  It's important to understand that the Team referred to is the WorkDrive Team; this does not include Mail Lite users.

Method 1 - Sharing My Folders

  1. In the account with the WorkPlace subscription (usually the Clerk's account), go to My Folders.
     
  2. Select the folder you wish to share by clicking the the top right corner. 

  3. Add users to the folders you want to share. to do this, select the folder you want to share, click Share and then Add members.

  4. enter the email addresses of the people you want to share with (this should be the Councillors' .gov.uk email address).  Choose their access level and click Share. For a mail lite user you can only select either View, View and Comment or Edit, not organise.

  5. As you are sharing with someone outside your WorkDrive team, you'll get a warning.  Click "Yes, Share".

  6. The person or people you've shared your folder with will get an invite into their mailbox.  They just need to click on Open Folder to view the files.

  7. They'll need to save this email somewhere where they can refer to it to follow the link or bookmark the link in their browser.  Alternatively they can download the WorkDrive app and view the Shared Folders through this.

Method 2 - Sharing Team Folders

  1. In the account with the WorkPlace subscription (usually the Clerk's account), go to Team Folders.

  2. Set up a folder e.g. Full Council. You cannot share this folder to Mail Lite members of your organisation so you'll need to create a subfolder or subfolders which can be shared with Mail Lite members.

  3. Click against the folder you want to share, and then click on "Share"
  4. Click "Add Members"
  5. Now you can enter the email address(es) and select the access level (not organise as this is only available for Workplace Team Members)