Collecter les fichiers
Toute tâche implique, à un moment ou à un autre, la collecte de données ou de documents. Qu'il s'agisse de rapports de projet d'employés, de rapports médicaux de clients ou de devoirs d'étudiants, WorkDrive vous permet de collecter et de gérer des fichiers en toute sécurité grâce à cette fonctionnalité. Une fois que les utilisateurs ont téléchargé leurs fichiers, vous serez en mesure de voir leurs soumissions et de gérer les dits fichiers en toute simplicité.
Choisissez un dossier pour stocker tous les fichiers téléchargés, fixez des délais pour les soumissions et définissez des limites de téléchargement pour la taille et le nombre de fichiers. Cette fonctionnalité vous permet de créer des liens de collecte séparés pour les utilisateurs internes et externes avec des paramètres de lien personnalisés, tels que la date d'expiration, la limite du nombre de fichiers et la limite de la taille des fichiers.
Activer "Collecter les fichiers"
Cette fonctionnalité doit d'abord être activée au niveau de l'équipe à partir de la console d'administration, et en fonction des autorisations, soit les administrateurs uniquement, soit tout le monde dans l'équipe pourront créer et gérer des collections.
- La console d'administration >> Paramètres >> Partage
- Activez l'option "Activer les collections" pour permettre à vos coéquipiers de créer des collections.
- Choisissez qui a le droit de créer des collections dans WorkDrive :
- Toute personne de l'équipe
- Uniquement les administrateurs de l'équipe
D'un autre côté, il est parfois préférable de désactiver la collecte de fichiers pour des raisons diverses.
Bon à savoir
Une fois que les collections ont été désactivées pour une équipe :
- Les liens de collections existants cesseront de fonctionner. Les utilisateurs externes ne seront pas en mesure d'accéder aux liens de collecte pour télécharger des fichiers.
- Les nouveaux liens de collection ne peuvent pas être créés.
- Les propriétaires de collections pourront toujours accéder aux collections qu'ils ont créées et aux fichiers collectés. Cependant, ils ne pourront plus modifier les paramètres de la collection.
Sélectionnez un nom d'affichage dans la vue des liens
Pour faciliter l'identification, il est possible de basculer entre le nom du créateur de la collection et le nom de l'équipe. Cette option est utile par exemple dans les cas où vous souhaitez qu'une partie externe reconnaisse l'organisation que vous représentez. De même, il serait plus facile d'utiliser votre nom pour la communication interne.
Choisir un nom d'affichage
- La console d'administration >> Paramètres >> Partage
- Sous la section "Activer les collections", choisissez le nom que vous voulez afficher pour les utilisateurs externes dans la vue du lien de la collection.
- Sélectionnez le nom à afficher lorsque vous liez la collection à des utilisateurs externes :
- Nom du créateur de la collection : affiche le nom de la collection et de son créateur.
- Nom de l'équipe : affiche le nom de la collection et de l'équipe à laquelle elle appartient.
Créer la collection
- Sélectionnez l'onglet "Collecter des fichiers" dans le panneau de gauche.
- Sélectionnez " Créer la collection".
- Saisissez les informations demandées.
- Sélectionnez un emplacement de dossier pour stocker tous les fichiers téléchargés par les utilisateurs. Vous pouvez choisir un dossier soit dans "Mes dossiers", soit dans un dossier d'équipe où vous avez au moins un rôle d'organisateur.
- Pour créer un dossier distinct pour chaque utilisateur, cochez la case correspondante.
- Le nom de l'expéditeur sera le nom de dossier par défaut.
- Pour fixer une limite à la taille des fichiers téléchargés, sélectionnez la case correspondante et sélectionnez la limite requise.
- Les limites de taille de téléchargement disponibles sont : 1 Mo, 10 Mo, 100 Mo, 1 Go, 5 Go, 10 Go, 25 Go et 50 Go.
- Définissez une date d'expiration, si nécessaire.
- Les notifications vous aident à avoir la main lorsqu'un utilisateur ajoute des fichiers.
- Pour partager le lien, copiez-le et ajoutez-le au canal de communication de votre équipe ou, pour l'envoyer par e-mail, ajoutez des adresses e-mail et un message sous "Lien de collecte par e-mail" et envoyez.
- Cliquez sur "Paramètres du lien" pour modifier les paramètres du lien de collecte.
Bon à savoir
- En fonction des paramètres de collecte de l'équipe, le nom de l'équipe ou le nom du créateur de la collection s'affiche dans la vue du lien de collecte pour faciliter l'identification.
- Avant de partager le lien de la collection avec les utilisateurs prévus, copiez et collez le lien de la collection dans un nouvel onglet, testez et vérifiez.
Consulter et gérer vos collections
- Accéder à l'onglet "Collecte de fichiers" dans votre WorkDrive pour gérer tous les fichiers partagés.
- Vous avez l'accès aux liens actifs et inactifs.
- Pour modifier les paramètres d'un lien particulier ou pour des actions ultérieures, allez sur l'icône des paramètres et les options suivantes seront disponibles :
- Copier le lien
- Afficher les soumissions
- Envoyer le lien par e-mail
- Modifier les paramètres
- Désactiver la collection
Télécharger des fichiers via un lien de collecte
- Lorsque vous partagez un lien de collecte avec des utilisateurs, cliquez sur le lien partagé et téléchargez un document existant. Dans l'écran de téléchargement, vous pouvez voir les limitations, y compris la taille du fichier à télécharger et le nombre maximum de fichiers à télécharger.
- Pour les collections externes, les utilisateurs doivent saisir les données utilisateur requises, telles que le nom, le numéro de téléphone et l'adresse électronique, afin de pouvoir télécharger des fichiers.
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