Sharing files and folders

Basic information about sharing with sciebo

  • Files and folders that you share with another sciebo user (recipient) are assigned to your sciebo account. You decide which rights you grant to the recipient. If you delete a share, the recipient will no longer have access to the file or the folder (and its contents). This also applies to files and subfolders which were created by other users within your shared folder.
  • When you leave the university, you are no longer entitled to use sciebo and your account will be deleted after a certain time. Your shares will also be removed. Therefore, you should inform your recipients on time and give them the opportunity to create copies if needed. A list of all files and folders you have shared is available in the web interface – just click on the button "shared with others" in the left menu.

Sharing via the web interface

With sciebo users of the same institution
  • Login to the sciebo web interface.
  • In the file directory, move the cursor over the file you want to share. New icons will appear in the corresponding row.
  • Click on "Share" and enter the sciebo user ID (user-ID@user-institution.de) of the person you want to share your file or folder with. If the ID is correct, the person’s real name will be displayed. Otherwise your entry is incorrect.
  • Please select the entry not tagged with "remote". (Remote shares are used for "Federated Cloud Sharing" to share data with sciebo users of other institutions.)
  • Click on the name to complete the sharing process.
  • Afterwards you can decide in detail which rights you grant that person. By ticking the corresponding box, you can specify whether the person can share, update, delete or create files. You can change these rights at any time. We recommend to disable the sharing right ("can share") to remain control of your data.
  • In case you want to share a file or folder with several persons, repeat this process for each one.
  • Moving the curser over a file or folder you will see a list of all persons having access to that file or folder. Here you can also administrate rights and revoke access granted to a person using the recycle bin icon.

With sciebo users of other participating institutions (Remote Share, Federated Cloud Sharing)

  • Login to the sciebo web interface.
  • In the file directory, move the cursor over the file you want to share. New icons will appear in the corresponding row.
  • Click on "Share" and enter the Federated Cloud Sharing ID (user-ID@user-institution.de@user-institution.sciebo.de) of the person you want to share your file or folder with. You can see your own Federated Cloud Sharing ID in your personal settings.
  • Click on the name to complete the sharing process.
  • Afterwards you can decide in detail which rights you grant that person. By ticking the corresponding box, you can specify whether the person can share, update, delete or create files. You can change these rights at any time. We recommend to disable the sharing right ("can share") to remain control of your data.
  • In case you want to share a file or folder with several persons, repeat this process for each one.
  • Moving the curser over a file or folder, you will see a list of all persons having access to that file or folder. Here you can also administrate rights and revoke access granted to a person using the recycle bin icon.
  • Advice for recipients: Login to the sciebo web interface. Now a dialogue box will appear, asking you to accept the shared file. Accept and refresh the webpage. Now the file should appear in your directory.

With guests (Remote Share, Federated Cloud Sharing)

  • Login to the sciebo web interface.
  • In the file directory, move the cursor over the file you want to share. New icons will appear in the corresponding row.
  • Click on "Share" and enter the guest ID (guestID@gast.sciebo.de) of the person you want to share your file or folder with.
  • Click on "guestID@gast.sciebo.de (remote)" to complete the sharing process.
  • Afterwards you can decide which rights you grant that person. By ticking the corresponding box, you can specify whether the person can edit or only view files. You can change these rights at any time.
  • In case you want to share a file or folder with several guests, repeat this process for each one.
  • Moving the curser over a file or folder, you will see a list of all persons having access to that file or folder. Here you can also administrate rights and revoke access granted to a person using the recycle bin icon.

With external parties (sharing via link)

  • Login to the sciebo web interface.
  • In the file directory, move the cursor over the file you want to share. New icons will appear in the corresponding row.
  • Click on "Sharing" and tick the box next to "Share link".
  • Afterwards you can protect the link with a password and set an expiration date.
  • Send the link via e-mail.
  • In case the recipient is using sciebo at another institution he can add the file or folder to his sciebo account. To do so, he has to copy the link into the browser. At the top right the button "add to your ownCloud" will appear. After clicking the button, the recipient has to enter his sciebo server address and login to his sciebo account. Finally, he has to confirm the sharing process.
  • To revoke access via link, click on "Shared" next to the file or folder that you want to unshare and un-tick the box next to "Share link".

Sharing via the desktop client

With other sciebo users
  • Open your local sciebo directory and right-click on the desired file or folder to open the context menu. Select "Via sciebo teilen".
  • A new window will appear. In the input field labeled „Mit Benutzern oder Gruppen teilen“, enter the sciebo user ID of the person you want to share your file or folder with.
    • same institution: user-ID@user-institution.de
    • another institution: user-ID@user-institution.de@user-institution.sciebo.de
    • guests: guestID@gast.sciebo.de
    If the ID is correct, the person’s real name will be displayed. Otherwise your entry is incorrect. Click on the name to complete the sharing process.
  • Afterwards you can decide in detail which rights you grant that person. By ticking the corresponding box, you can specify whether the person can share, update, delete or create files. You can change these rights at any time. We recommend to disable the sharing right ("can share") to remain control of your data.
  • In case you want to share a file or folder with several persons, repeat this process for each one.
  • Opening the "Via sciebo teilen" menu with a right-click on a file or folder, you will see a list of all persons having access to that file or folder. Here you can also administrate rights and revoke access granted to a person using the recycle bin icon.

With external parties (sharing via link)

  • You can also share files and folders via the desktop client. To do so, open your local sciebo directory and right-click on the desired file or folder to open the context menu. Select "via sciebo teilen".
  • A new window will appear where the option "Link teilen" is already ticked. Now you can protect the link with a password and set an expiration date.
  • Send the link via e-mail.
  • In case the recipient is using sciebo at another institution he can add the file or folder to his sciebo account. To do so, he has to copy the link into the browser. At the top right the button "add to your ownCloud" will appear. After clicking the button, the recipient has to enter his sciebo server address and login to his sciebo account. Finally, he has to confirm the sharing process.
  • To revoke access via link, right-click on the desired file or folder to open the context menu and un-tick the box next to "via sciebo teilen".

Sharing big data via sciebo with the Thunderbird add-on "ownCloud for Filelink"

  • "ownCloud for Filelink" is a Thunderbird add-own which allows you to send large e-mail attachments via sciebo. The e-mail recipient receives a hyperlink for downloading the attachment from the sciebo website. This speeds up sending e-mails und saves storage space in your in-box.
  • You can download "ownCloud for Filelink" here.
  • After downloading, you have to set up the add-on:
    • Open Mozilla Thunderbird, click on Tools - Attachments - Add and select "ownCloud".
    • Enter the sciebo server address of your university as the server address and your university e-mail address as the user name.
    • It is helpful to create a folder in sciebo where the attachments can be stored. To choose this folder as the storage location, enter it as the storage path with a preceding and a closing slash, e.g. /mail-attachments/.
    • You can also protect your uploaded files with a password.
    • Click on "Account set-up" and confirm by entering your sciebo password.
  • There are two possibilities to send big data with Filelink: On the one hand, you can click on "Attachments" and "Filelink" to select a file. On the other hand, Filelink is recommended automatically when you attach a file that exceeds the preset size for Filelink. Click on "Link" to send the file via sciebo. The e-mail recipient receives a hyperlink and can download the file.