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How to Add and Manage Folders in Onna

Onna Support
  • Updated

In this article: 

How to Add a New Folder

In Onna a folder is treated like any other data source. This means that the workflow to add a new folder will feel familiar if you’ve added data sources using a connector. Folders offer you a way to collect data from your desktop. It is important to know that you can only add data to a folder that exists as a file on your desktop. Follow the steps below to add a new folder to Onna: 

Step 1

To begin, navigate to the workspace you want to add a folder to and then click on the ‘+’ icon in the upper right corner to add a new source. 

 

 

Step 2

Then, click on the ‘Folder’ option from your list of source choices. 

 

 

Step 3

Next you will name your new folder by enter a name in the ‘Name’ field (a). 

After naming your folder you can add files to the folder by dragging the files in, or browsing your computer to find them (b).

 

 

Step 4

Now you’ll see a list of all the files you’ve added to the folder to be uploaded into Onna (a). 

After reviewing the list click the blue ‘Done’ button (b) at the bottom of the screen to add your new folder and the files in it. 

 

 

 

Step 5

You’ll now see your new folder listed in the ‘Folders’ section of your workspace. 

 

 

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How to Share a Folder

When a folder is added to a workspace it is automatically shared with the members of that workspace, so there is no need to share the folder with existing workspace members, only with Onna users who are not a member of the workspace the folder was added to. These new folder members will not become members of the workspace. They will only have access to the folder shared with them.

For existing workspace members, the permissions they have at the workspace level will be inherited by the new folder. For example, if a workspace member has edit permissions in the workspace they will also have edit permissions in the folder. 

To share a folder with an Onna user, follow the steps below: 

Step 1

Click on the ellipsis on the ride side of the folder row. Then, click on ‘Share’ from the dropdown menu that appears.

 

 

Step 2

You’ll now be taken to the share window. To begin sharing a source enter the name of the user or group you want to share with in the ‘User or groups to share with’ field (a). 

Next, assign permissions for the new members you’re adding by selecting their source permission from the dropdown in the ‘Permissions’ field (b). If you need members to have different permissions you can always manage members after sharing. 

Then, you can (optionally) include a message in the ‘Message’ field (c) to be sent along with the notification to the newly added member. 

Finally, you will click the blue ‘Share’ button (d). 

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How to Manage Folder Members

There may be times when you want to adjust the permissions for a folder member or delete a folder member. It is possible to manage members and their permissions after a folder has been created. To manage folder members, follow the steps below: 

Step 1

Click on the ellipsis on the ride side of the folder row. Then, click on ‘Share’ from the dropdown menu that appears. 

 

 

Step 2 

You’ll now see the share window appear. Click on ‘Manage members’ in the bottom left corner of this window. 

 

 

Step 3

You can now see all the members who have access to this folder because they are members of the workspace as well as their inherited permissions (a) and members outside the workspace who the folder has been shared with (b).

It is possible to change the permission of any member or delete a member by clicking on the arrow to the right of a member row (c) and selecting the option that you need from the dropdown that appears. You will be able to adjust permissions for a member or delete the member from this menu. 

Please note, that when changing permissions for inherited members, you are not able to downgrade their permissions, but are able to upgrade them. Meaning they can have higher levels of permissions within a specific folder than they do for the rest of the workspace.

You can also click on ‘Add more people’ in the bottom left corner of the window (d) to be taken back to the sharing window. 

When you’re done, you will click on the blue ‘Done’ button (e) in the bottom right corner of the window. 

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How to Delete a Folder

When you no longer need a folder, it is possible to delete the folder from Onna. To delete a folder follow the steps below: 

It is important to know that when you delete a folder you delete all data contained within that folder and it will not be possible to recover that data.

Step 1

Click on the ellipsis on the ride side of the folder row. Then, click on ‘Delete’ from the dropdown menu that appears. 

 

 

Step 2

You’ll now see a confirmation box appear. To confirm and delete your folder click the red trash can icon on the ride side of the confirmation box. To cancel, click the gray ‘X’.

 

 

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