HCP Anywhere User Help

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About Team Folders

You create and share Team Folders in the User Portal. When you share a Team Folder with other people, all the contents of the folder are shared, including other folders within the folder. Unlike a shared folder, a Team Folder does not use any of your personal storage space. Instead, a Team Folder uses space set aside by the HCP Anywhere administrator.

When a user accepts a Team Folder invitation, they receive access to the folder that you shared. You can then begin collaborating and working with the files in the Team Folder together. The actions a user can perform on the contents of a Team Folder depend on their member role.

You can share up to 30 folders. Each Team Folder that you share can be shared with an unlimited number of HCP Anywhere users. If someone is not a HCP Anywhere user, a Team Folder cannot be shared with them.

Member roles

There are three roles a Team Folder member can have:

Manager — When you first create a Team Folder, you are the initial manager. There can be multiple managers in a Team folder. Managers can invite people to the folder, set member roles, adjust the folder's storage capacity, change the folder's contact information, and delete the folder for all the members. 

Managers also have the permissions of a collaborator.

Collaborator — Collaborators can upload, view, edit, rename, delete, and move files and folders in the Team Folder. They can also share links to files and folders in the folder if the HCP Anywhere Administrator has enabled link sharing.

Viewer — Viewers have only read permissions. They can view and download the files in the Team Folder. They can also share links to files and folders in the folder if the HCP Anywhere Administrator has enabled link sharing. However, viewers cannot upload anything into the folder or edit, rename, delete, or move the files already in the Team Folder.

For more information on member roles, see Changing member roles in a Team Folder.

Differences between a shared folder and a Team Folder

The differences between a shared folder and Team Folder are:

Team Folders don't use any of your personal HCP Anywhere storage space.

There can be multiple managers in a Team Folder as opposed one owner in a shared folder.

Working with Team Folders

Team folders are identified in the User Portal by these icons:

— Team Folder is synchronizing

— Team Folder is not synchronizing

If you are a manager or collaborator, you can work with a Team Folder like you would any other folder. For example, you can add, rename, delete, move, and share links to files and folders within the Team Folder. Any actions you perform on the contents of the folder also happen for the other members. If you add a file to the Team Folder, all the folder members can then view the file; and so on.

When moving a Team Folder, this consideration applies:

You cannot move a Team Folder into another Team Folder, a shared folder, a backup folder, or a mobilized data share.

Deleting Team Folders

The following considerations apply to deleting a Team Folder:

If you are the manager of the folder and delete the folder through the Shared Folder window:

o The folder is deleted from your devices and the devices of all members of the folder.

If you delete the Team Folder on the Files page or remove yourself from the member list:

o The folder is deleted from your devices, but not from the devices of the other members of the folder. This applies to members with all roles. However, the last manager of a Team Folder cannot leave the folder.

oIf you are the last manager of the folder and delete it on the Files page, the folder does not delete. Instead, the folder remains in the User Portal and on your mobile devices as a non-syncing folder.

Note: Even though the last manager of a Team Folder cannot leave the folder, they can still delete the Team Folder in the Shared Folder window or invite another person to folder as a manager.

Synchronizing Team Folders

You can enable or disable file synchronization for Team Folders. While synchronization is disabled, a Team Folder is not accessible from and does not occupy space on any of your computers. A non-syncing Team Folder is still accessible from the User Portal and your mobile devices.

For information on enabling and disabling synchronization, see Configuring synchronization for a Team Folder.

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