UK Cloud for Tech Champions

Logging in, and the files display

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This is the login screen -- when you received an invite to the Hub, it should have created you a login with the same name, password and email address as on the Hub. (Note: if, for any reason, one of the initial testers who were given logins before the Hub existed has already taken your user name, you would have been given a slightly different username on the Cloud -- but don't worry, you can always use your email address to log in instead. You can look up your usernames on all the services on the Hub, under Admin/My Settings.)

Enter your login name or email, and your password here.

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This is the main files home screen. At the top is a list of files you have recently opened or shared with you. You cannot create or upload files on this page (see the notice at the top of the page).

Below that is a list of the folders you have access to. Most of these will be folders other people or organisations have shared with you (or your organisation). If your organisation has its own file storage, one of these will be your organisation's file storage -- you can upload or create files in that folder, once you have entered it (by clicking on it).

Of course, you may be in more than one organisation (a local group and a regional group, for example), in which case you see the folders for all of them here. I am in the uk tech team and the Technology Culture Team, for example.

You can tell which files and folders are shared with you, because they have an icon for the person who shared them, whereas your organisation's folders have the standard share icon instead.

Sharing folders and files on the UK Cloud with XR members

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Here is the uk tech folder (accessed by clicking on it in the home screen). Note the + button that has appeared instead of the "You don't have permission" notice. Click this to create new files or folders, or to upload files.

If you wanted to share the Tech Public Share folder with another group, you would click on the share icon next to it.

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You can then type a person or group's name into the box to share with that person. A popdown helps you choose a person or group as you type.

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Once you have chosen who to share with, the share will appear in this list. You can click the dots ... next to it to get a menu with options to change the share permissions or unshare it:

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Be aware when sharing that everything you share appears in the home screen of everyone you share it with!

Sharing with people who don't have a UK Cloud login

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Click on the + next to Share Link -- this will create a public link that anyone on the Internet can use to access the file (or folder). Warning: If you share a public link, and then move a file somewhere else, sometimes the public share link will break (though usually it will be OK). This has been reported as a bug to the authors of the software.

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Click on the ... menu to change the permissions for the link (or to unshared it). Click on the clipboard icon to copy the url of the link to your clipboard, so you can post it into an email or message. It is probably a bad idea to share a public link with edit permissions -- although, if the file is a "Text document" (extension .md), intended for shared editing, that will work if it's what you really want.

How to organise sharing with your organisation and others

The UK Cloud sharing system is very powerful and flexible. In order to reduce confusion and clutter, here are some ways you can achieve what you might want to do, organisationally.

A group with subgroups

If you are a Local, Regional, Affinity or Working group that has subgroups set up as separate organisations on the Hub, you may want those working groups to see some or all of your files and folders.

If you want a working group to see all your files and folders, you can share your whole group folder with the working group. You don't need to list the individual people; you can share it with the whole group using the group name.

More likely, you may want some private stuff for your organisation, and some shared stuff you want all your subgroups to see -- in that case, create a folder for the shared stuff, and share it with each of your subgroups. Everything not in that folder is private to your group. Everything in the shared folder is shared (with whichever groups you shared it with).

Of course, your subgroup may want to keep stuff private from the parent group -- in which case, it should request its own file storage in the organisation setup screen. But that doesn't stop it from sharing some of its files with the parent group, or other subgroups, in the same way as suggested above.

Remember, you can set permissions on each share. I'm sure you can think of a way to use this to achieve the exact amount of sharing you need.

How the Library is shared with everyone

If you were a Basecamp user, you probably know about the huge Library of files there. This is being transferred across to the UK Cloud, but it needs to be reorganised to make it more self organising, and easier to find things. We are setting up a Librarians Circle to coordinate this.

The Librarians Circle has set up a public share called Library which everyone will have on their front page. Each working group that has files they want to make public to everyone in XR will have a folder in the Library that they can add their public files and folders to. You can get such a folder in two ways:

  1. You can nominate one or more people from your group to join the Librarians Circle. They will then get joined to the Librarians Group, and can help maintain the library -- including creating your folder and maintaining it. We need plenty of people to make this fabulous resource more accessible, so please consider this option.

  2. You can ask the Library Circle to create a folder for you, and then share it with you. You can then add files and folders to it as you wish, and they will appear in the right place in the main Library folder.

The Library Circle intends to create indexes for the files in the Library (probably in a Wiki -- like Wikipedia -- or similar website). In addition, files and folders will be tagged for easy searching.