Sharing and collaborating for remote Syncplicity users: Four ideas to keep you going

Due to recent worldwide events, several companies are looking to minimize the impact of their closing offices while their workforce does remote work. For some, remote work might not be unusual—they’ve always worked remotely and have routines in place for being productive.

Remote work

For most workers, remote work is a big change. Many companies pride themselves on their office culture and their workers have never worked remotely. For those companies with file sharing and collaboration solutions like Syncplicity and instant message/video conferencing looks like Slack, Teams, Hangouts, and WebEx the groundwork for remote workers has already been laid out. Read more about how external sharing and collaboration is made easy with Syncplicity.

This is good news as the transition might be easier than you think. As a refresher for our customers now finding themselves working from home, we’ve compiled some tips to keep you at your most productive and your content secure with Syncplicity until it’s time to go back to the office:

Tip 1

No magic folder to track, sync all your folders, seamlessly. If you’ve only used Syncplicity within a web browser, go to Syncplicity and click “Install” located between “Shared Links” and “Account.” From there, you’ll see an option to “Download Syncplicity.” With Syncplicity installed on your PC or Mac, users can choose which folders, if not all, will get synced to the cloud. This may save some headaches moving files from computer to computer later when returning to the office—especially in the case of using a loaner laptop while at home, then a desktop when back in the office.

Tip 2

Sharing a file is easy, whether you decide to share from Syncplicity web, desktop, or mobile. It’s inevitable, someone is going to ask you to share a document with them. This might be a request from a co-worker, customer, partner, or supplier.

For quick and secure, one-off sharing scenarios, you can create a shared link associated with content in Syncplicity. You can copy and paste that link anywhere, such as a messaging tool or in an email. Creating a shared link is more secure than attaching a file to an email because you have control over who has access to the file and how long you’d like them to have access. Watch the video below to see how easy it is to create a shared link.

Bonus Tip: Don’t forget, you can keep track of all the links you have created by clicking “Shared Links” at the top of your Syncplicity window on the web.

Tip 3

Creating collaborative spaces for you and your team, customers and partners. The ability to add collaborators to folders in Syncplicity opens different scenarios for providing access to or requesting files from co-workers, customers, and partners, whether they are internal, or external to your business. Adding collaborators to folders once again adds security to these scenarios by requiring the intended recipient to log in to Syncplicity to view the content in those folders, authenticating their identity.

Collaborators you add outside of your business can create a free Syncplicity account to continue collaborating with you. It’s likely you already have folders filled with content in Syncplicity today.

This video shows one scenario of adding a collaborator to a folder and requesting they upload files into your shared, collaborative space:

Depending on who you’re sharing with, you can control what they can do with the files within the folder by managing their access within that folder to either “Editor” (download, upload, edit files) or “Reader” (download, view files). Read some more tips to work remotely.

Tip 4

Sometimes finding the right file or folder is half the battle. With Syncplicity’s search capabilities enabled, finding content within Syncplicity is easy. Often, files saved on local drives or other file sharing tools is difficult if you don’t immediately know where to look. We make it easy for our customers to find their content by enabling them to filter by file type, size, the date the file was modified, the folder and subfolder where that content lives, the owner, and metadata tags applied to files.

The video below goes in-depth into Syncplicity’s search and tags:

If you haven’t already, create a shared folder space for you and your team. If you normally work in an office, you might not realize how much content is physically shared or presented in-person, in real-time. Having a shared space in Syncplicity for everyone to share and have to access files allows your team to stay productive and know they have a dedicated space to upload their work.

At Axway, we understand the sudden switch to a remote-work lifestyle might initially feel uncomfortable. With the right tools at your fingertips, remote work can be enjoyable and not create unnecessary hurdles.