Strathcloud FAQs

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FAQ : Access to Strathcloud

 

Can I use Strathcloud to collaborate with people outwith the University?

Yes.  If you just want to share a few files on a one-off basis, you can use the “Share” link within the web interface, or use the Outlook plug-in, and send a link to the external user’s email address - search the Citrix website if you’re not sure how to do this.

If, however, you want to give an external user on-going permissions on one of your existing folders, then we recommend that you first contact your local/departmental IT support, to get a DS account created for them.  There are two types of DS account which can be created for external users : these are “Limited Access Accounts” (LAA’s), and “Temporary IT Access accounts” (tempIT)Usually, LAA’s are most appropriate, if all the user requires is access to Strathcloud, and perhaps wi-fi when visiting the University.  In a few cases, a tempIT account may more appropriate, if they need a wider range of services, or have a closer relationship with the University.  You should discuss this with your local/departmental IT support.  Once the account has been created, you can add the user to your folder’s permissions list, just like any other University user.

If you encounter problems with adding the account to the permissions-list for a folder, then see the FAQ here.

Finally, if you are sharing the data for the long-term, and want the other users to be able to access your shared folder even after you leave the University, then you should consider asking your local/departmental IT to setup your folder inside a “hosting account” - see the section "Long-Term File-Sharing on Strathcloud" for details.

Can an undergraduate student or postgraduate-taught student log into StrathCloud?

Yes - but note that, as an ​UG or PGT student, you do not have the same level of access to Strathcloud as staff and PGR students, by default.  When you log into Strathcloud as an UG or PGT student, you will see a simplified interface with limited functionality.  This means that normally, you can only use Strathcloud if someone first shares a folder with you, or sends you documents through the system.  If you believe that you require the same level of access to Strathcloud as a staff-member (e.g. if your lecturer has told you that it's required for your course), then your lecturer can make a request to the Helpdesk on your behalf, asking for your Strathcloud account to be promoted to an "employee account".  Click here for a more detailed explanation about access-levels to Strathcloud, for different types of users. 

In general, undergraduates and post-grad taught students are advised to use OneDrive for their own storage and/or backup.

Can a staff member or PGR student share files with an undergraduate or taught postgraduate student?

Yes.  If a staff member or PGR student shares a folder with an UG or PGT student, this folder appears under their 'Shared with Me' menu.  If UG or PGT students are working with staff or PGR students and would like access to increased functionality, such as the ability to create their own files and folders, and the ability to download apps like 'Sync for Windows', they should contact help@strath.ac.uk for assistance.  Click here for a more detailed explanation about access-levels to Strathcloud, for different types of users.

If you encounter problems with adding the account to the permissions-list for a folder, then see the FAQ here.

 

FAQ : Using Strathcloud on a PC

 

I am having problems configuring the StrathCloud sync app on my PC, each time I try to configure it fails.  I am running Windows XP.

Windows XP is the issue.  XP is no longer supported by Microsoft, and you should upgrade to a newer operating system.

When trying to set up the "Sync for Windows" tool, after clicking 'begin browser login', instead of being directed to log in with my DS username and password, an error appears advising that the site is inaccessible.

Assuming the email address and password is correct, go to internet explorer (it doesn't matter if this is not the default browser)​ and try to access https://strathcloud.sharefile.eu/. If this is also not accessible via internet explorer, it is likely that there is something blocking the site in the browser settings. To fix this, select 'Tools', 'Internet options', 'Advanced', 'Reset'.  Close the browser and restart the StrathCloud sync tool set up process (make sure you close the sync tool set up window and then re-open it).

Does Strathcloud work on Linux machines?

Linux users can make use of the web application, but at the moment there is no client that can be installed on a Linux machine.  This means that you cannot sync your files onto your local Linux PC.  There is an API and we are hoping that a client for Linux could be built from that - if you would like to be involved in that project please let us know.

 

FAQ : Mobile Access

 

Does Strathcloud know when I am on a 'paid for' internet connection (i.e. using up my mobile download allowance) and stop the syncs?

If you have Strathcloud on your phone then you can set it so that it doesn't use your mobile data to sync (so it would only sync when connected to wifi).  For further information, see our step-by-step guide on mobile sync settings.

How do I make files available on my mobile phone when I have no internet access?

In order to make a file available when you don't have internet access you need to download it to your phone and mark it as 'offline'.  This means that a copy will be saved to your phone.  Should you make changes to the offline version these will be uploaded to Strathcloud the next time that your device connects to the Internet and completes a sync.

Instructions for iOS users

•Swipe the file or folder that you want to make available for offline access to the right.

•A small green dot will appear to the left to indicate it is selected.

•Hold your finger in the circle to the centre of the right edge of the screen and select 'make available offline' by dragging the circle to the left.

•To delete the file or folder from your device, select the circle to the right of the screen again and choose, 'clear from device'.

Instructions for Android users

•Hold your finger on the file or folder you want to download.

•Select the download icon ( a small downwards pointing arrow)

•A green bar will appear to the left of the file or folder to let you know that it is downloaded to the device.

•To delete from the device (but retain the online copy in Strathcloud), hold your finger on the file or folder.

•Select the small (i) icon.

•Scroll to the bottom and select 'Remove from device'.

The above instructions are accurate for Sharefile Mobile version 3.8.1.

Can you mark a whole folder as 'offline'?

Yes, this can be done in the same way as files.  Note that any new files uploaded to that folder by anyone will also download to your mobile device if you have marked that folder for offline access/synchronisation.

 

FAQ : Files and Folders

 

How much data I can store on Strathcloud, and how can I ask for more?

By default, staff and PGRs can store up to 20 GB in their “My Files and Folders” area.  If you need more, simply contact the helpdesk and request an increase.  Remember to let the person know how much storage space you require.  In the meantime, you can continue to use Strathcloud, as you can currently surpass your allocation and Strathcloud will still let you add files - it will simply email you daily, to tell you that you are above your theoretical limit.

If you do need more than 20 GB, you should also consider whether Strathcloud is the right place for holding all your data.  H: and i: drive are more suitable for large-scale storage, and may be another option to consider.  See here for a comparison of storage options.

 

How many versions of a document will Strathcloud retain and is there a time limit?

Strathcloud has been set to hold unlimited versions of files and there is no limit.  Each version only saves changes so this will not have a large impact on the amount of storage used.  You can delete versions yourself, or set a maximum number of versions by selecting 'edit folder options' if you wish to do so.

When you move an item from one folder to another does the original folder store a 'version'?  And if there are already versions stored are they transferred to the new folder?

When you move an item from one folder to another, the versions move with it.

 

FAQ : Sharing

 

Can Strathcloud let you know when someone has accessed a folder that you have shared with them - even if they do not open or download a file?

Strathcloud does not currently notify users of folder access but this is something we have suggested for a future improvement.

When I share a folder with someone why are they not asked to log in when using the link?

Users are only asked to log in when accessing a file sent to them, if you have specified that recipients log in when they receive the file.

Can you send a link for a folder from the Windows client? i.e. directly from the offline ShareFile folder in Windows Explorer?

This is not possible.  You can share a link for a file directly from Windows Explorer but not for a folder.  To share a folder you must use a web browser.

Why does Strathcloud zip the files when I send them to someone else?

When you send a link to a group of files to another person, Sharefile will present them with the list of files and they can select which ones they would like to download.  If the person selects more than one file then Strathcloud will zip the files to make the download more efficient.  The files can be extracted once the download completes.

I want to share a folder with an undergrad / taught-postgrad / external collaborator, but they don't appear in the list of users, so I can't add them to the permissions-list of the folder.  Help!

Strathcloud has a "shared address book", which by default only shows staff and post-grad researchers.  Undergraduates, taught-postgraduates and external collaborators do not appear in this address book, even though they do have an account.

Unfortunately, when you are adding someone to the permissions-list of an existing folder, Sharefile does not currently allow you to simply type in the email address of the existing user you want to add.  You have to pick them from a list.  So, you can work around this, by adding the user to your personal address book first.  The detailed steps are as follows :

  • Login to the web interface

  • Click "My Settings" (along the top)

  • Click "Address Book" in the left-hand pane

  • Hover over "Add User", then select "Add Manually"

  • Enter the user's email address as prompted

  • When you click in the next window down ("First Name"), the system should automatically fill in the remaining fields for you.

  • Click "Add to Address Book"

  • Click "Home" (at the top-left)

  • Open the folder you want to share

  • Click "Add People to Folder"

  • Sharefile will now load the contacts list (you will see a message at the bottom-right, saying "loading contacts list").  Wait for this to finish loading, before going on with the next step.

  • Type in the user's email address, and you should now find that you can pick them from the list.

 

FAQ : Apps

 

I'm using a Windows PC/laptop, and there seem to be several different apps for Windows.  Which one should I use?

"Sync for Windows" is the right tool, for the great majority of staff and PGR users.

You may also see a link to the "Sharefile Desktop App", and this causes some confusion - this has some good features, and allows you to carry out most of the functions of the web interface without using a browser - but the main purpose of installing an app on your PC is to allow you to sync your files between the central storage and your PC's local hard drive.  Citrix recommend "Sync for Windows", as the best tool for this purpose.

If you use Outlook, you should also look at the Outlook plug-in.

Is it possible to create a folder that is just for your own use, but doesn't automatically sync to your PC?

Yes.  Go into the Preferences on the “sync tool” on your PC, expand “My Files and Folders”, select which folders you want to sync, and deselect the folders you don’t want to sync.

Unfortunately, you can only do this “selective sync” for folders directly below “My Files and Folders”.  You cannot selectively-sync deeper down in your folder-hierarchy.  We have reported this to the suppliers, and hope that this will be fixed soon.

 

My PC has sync'd my own files, under "My Files and Folders", but not my shared folders.  Why?

This is the normal default behaviour.  If you want to sync your shared folders, you can do this by adjusting the preferences on "Sync for Windows".  See our step-by-step guide here : Strathcloud - "Sync for Windows" preferences guide

I tried to download the outlook plug-in, and it says it is 'unable to find a version of runtime to run this application'. Help!

Your Microsoft .NET framework is either out of date or corrupt.  Install a new version/fix by typing “.NET framework download latest version” into your search engine, then download and install it.

What is Citrix ShareFile QuickEdit?

Quickedit isn't an official Sharefile App.  It's not provided by Citrix, it is by a 3rd party company (Byte2).  The Sharefile app allows you to edit common formats on your device so there is no need to download this additional app.