Training at Georgetown Handouts -- GUShare, part 1

GUShare, pt. I
http://uis.georgetown.edu/gushare/

1. What is File Sharing?

• GUShare is a service that enables you to securely store and access your files and directories over the internet. Once your Georgetown files and directories are on the internet, you will be able to access them from any computer that has an internet connection and a web browser.
• With your GUShare account you can upload files, set file permissions for others to view and work on the files, create workgroups for the files, and set bookmarks for frequently used files.
   

2. Getting into GUShare

• You must enable your NetID before you can get into GUShare. Open Internet Explorer. Go to the following web site: http://netid -mgmt.georgetown.edu/gushare. Login with your NetID and Password. You will be prompted to press a button to enable your GUShare account. Press the Enable Account button.
• Go to: http://gushare.georgetown.edu 

 

3. The Interface

• There is a Utility Column on the left side that has your home (a house with your NetID beside it), room for your bookmarks, the contacts and groups you create, your preferences, and quick searches of your directory.
• There are also tool buttons across the top that change depending on the job you are performing. If you need to upload or download, the icons may change. If you need to create a ticket, there will be different icons there.
• Your folders (directory) and files are under the toolbars in the middle of your screen. You can create directories (Folders), move and add (upload) files. We suggest that users not upload more than 100 Mb of information at one time. All of these services are available using Web Folder
• When files are downloaded, they are automatically zipped but do not require extracting.
• Users have the option to lock files while working on them. Unlock them when you are finished making changes.
• When you click on the ticket there is an option to email.
   

4. Best Practices for File Sharing

• We suggest a logical folder structure for files. Some departments may setup their folders by projects, by year or semester, reports, or types of files. When you organize your files, cleanup and archiving is much easier.
• If you collaborate (or share) through files instead of email, you are working with a much more secure service. You can control the files that are shared, while not depending on email.
• The best practice would also be to decide which files need to be on a central file storage system (like GUShare), which files need to be saved on an individual desktop, and which should be archived for removable media.
• When these practices are taken care of, archiving old files is easy. Once your files have been saved to a CD, clear the space for the new information.
• Using custom properties will assist with setting categories or project files. With the next version, you will be able to prepare your files for better management.
   

5. Uploading Files

• There is an upload button on your toolbar that will access the directories on your computer. Decide how many files you want to upload and browse to add them. They will appear in your directory once they have been uploaded. Create folders by clicking on the New Directory icon.
• Using the Web Folder icon gives you the ability to make changes to your directory.
   

6. Manipulating Files

• You can move files from one folder to the next by clicking the Move icon on the toolbar and selecting the files.
• When you want to make a copy of a file, the name will have Copy Of at the beginning. Simply insert your destination and click on OK.
• To rename a file, check and click on the rename icon.
• Items can be deleted by clicking on the red x. The file is then moved to the trash.
• If you want to download a file, select the file. When you press the download icon, you will be prompted to open, save or cancel your actions. The file is automatically zipped, but can be opened by saving it.
   

Sharing

1. Rights and permissions are assigned to users you are sharing files with. There is an icon on each file that allows sharing. Click there to give access rights to the file.
2. When you click into the sharing of a file, you will see that the owner is given full access, you can assign the rights of users inside the GUShare system.
3. Locking and Unlocking files/folders, is important when you are sharing a file/folder. Make sure no one has access to your files while you are working on them by locking them. Unlock them once the files have been saved and properly uploaded.

Emailing

• Make certain you have created a ticket for non-GUShare users, or you have given the appropriate access to files.
• To Email a file, select the file and click on the email icon. This will confirm your link or ticket. A URL will be sent in email to the user.
• You also have the option of emailing a ticket.

Ticket
 

• A ticket is used to give access to a file. This is usually for users without a GUShare account. Set a password and an expiration date for additional security while accessing to your file.
   

Access

• When you click into the sharing of a file, you will see that the owner is given full access, you can assign the rights of users inside the GUShare system, and then there is Public access. The Public is anyone on the internet.
• Even if you give public access to a file, the user will be prompted to login a password. Click on the cancel button and you should be able to access the file.
• If you want to give someone outside of the GUShare system access to the file, create a ticket and add the user to the ticket. Decide what rights they have and give them an expiration date on the ticket.
• Remember, to create a password for additional security when accessing your file. DO NOT send the password through email. We would prefer you to call the user and give them the password.