Team Collaboration Features: Shared Folders and Permissions

Effective teams share more than files – they share workflows. GetShared's team collaboration features transform basic file sharing into a powerful collaboration platform. This guide explores every team feature and how to maximize their potential.

Why Team File Sharing Differs from Personal

Personal file sharing is straightforward – you own everything, control everything. Teams introduce complexity:

• Multiple contributors – Several people editing and adding files
• Permission layers – Different access levels for different roles
• Audit requirements – Tracking who did what and when
• Storage management – Shared quotas and organization
• External sharing controls – Governing how team members share externally

Team Folder Structure

Shared Folders

Team folders are the foundation of collaboration:

• Accessible to designated team members
• Shared storage quota
• Consistent permission inheritance
• Activity tracking across all contents

Recommended Structure

Team Storage/
├── Active Projects/
│   ├── [Client/Project folders]
├── Resources/
│   ├── Templates/
│   ├── Brand Assets/
│   └── Reference Materials/
├── Archive/
└── Team Management/

Permission Levels

Available Permissions

Setting Permissions

1. Navigate to the folder
2. Click "Share" or "Permissions"
3. Add team members by email
4. Select permission level
5. Save changes

Permissions cascade down – folder permissions apply to all contents unless specifically overridden.

Activity Tracking and Audit Logs

Every team action is logged:

• File uploads and downloads
• File modifications (with file versioning)
• Permission changes
• External share creation
• User access events

Viewing Activity

1. Go to Team Settings → Activity
2. Filter by date, user, or action type
3. Export for compliance reporting

This audit capability supports GDPR compliance and HIPAA compliance compliance requirements.

External Sharing Controls

Team-Wide Policies

Admins can control how team members share externally:

• Require password protection – All external links must be password-protected
• Enforce expiration – Maximum link lifetime
• Restrict sharing – Only managers+ can share externally
• Approve sensitive shares – Workflow for classified data

Branded Sharing

Team accounts include custom branding:

• Custom logo on download pages
• Brand colors
• Custom messaging
• Professional presentation for clients

User Management

Inviting Team Members

1. Go to Team Settings → Members
2. Click "Invite"
3. Enter email addresses
4. Select default permission level
5. Send invitations

Managing Access

• View all team members
• See storage usage per user
• Modify permissions
• Suspend or remove members
• Transfer ownership of files

Offboarding

When team members leave:

1. Transfer file ownership
2. Revoke external shares they created
3. Remove from team
4. Review access logs for compliance

Storage Management

Shared Storage Pool

Team storage is shared across all members:

• Total allocation based on plan
• No per-user limits (use team total)
• Admin visibility into usage
• Alerts when approaching limits

Managing Space

• Review large files
• Archive completed projects
• Remove duplicate files
• Set up retention policies

Security Features for Teams

Mandatory Security

Admins can require:

• two-factor authentication for all members
• Password complexity requirements
• Session timeout policies
• Approved device lists

SSO Integration

Enterprise teams can integrate Single Sign-On:

• SAML 2.0 support
• Automatic provisioning/deprovisioning
• Centralized identity management

See our enterprise guide for full enterprise features.

Integration with Workflows

API Access

Automate team workflows with our API integration:

• Automated file organization
• Integration with project management
• Custom sharing workflows
• Reporting and analytics

Notifications

Stay informed with:

• File change notifications
• Share activity alerts
• Weekly digest options
• Slack/Teams integration

Team Pricing

GetShared Team includes:

• Shared storage pool
• All collaboration features
• Admin controls
• Audit logging
• Priority support

See pricing plans for current team rates.

Getting Started with Teams

1. sign up for GetShared or upgrade existing account
2. Create your team
3. Invite team members
4. Set up folder structure
5. Configure security policies
6. Start collaborating!

Need help planning your team setup? Our support team can assist with migration and configuration.