Working with your team in shared folders

The Shared area contains folders and assortments that have been created by someone else and shared with you to collaborate. These shared folders will be a key place to work together with your buying team.

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Your list of shared folders and assortments will automatically be sorted alphabetically, with all folders listed first.

Below the name of each folder or assortment, you’ll see the name of the owner.

  • Items from your retailer organization will show the name of your retailer. (This will be the case with the majority of your team’s folders.)
  • Items from another user’s personal My Drive will show that user’s name.

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Double-click on a folder to open it and view its contents. Any user who has access to a Shared folder can access all the assortments and subfolders within.

Your permission level on a shared folder

When the folder’s owner shares it with you, they will assign your level of access to that folder: Organizer, File Organizer, Writer, or Reader. Your permission level on the folder will automatically carry down to all subfolders and assortments. 

Depending on the permission level you have been granted on the Shared folder, you will have a set of actions available to you within that folder, such as New, Move, Rename, or Manage Access.

To see quick actions available to you for a shared item:

  • Right click on the item, or
  • Click the row-level kabob menu (three dots)

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If your access is read-only, you can view contents, export, and roll up assortments, but will not have any other actions available to create or modify. 

Create a shared assortment

To create a new assortment in a shared folder, you will need to have permission to modify that folder and its contents. (This means having Writer permission or above.) If you have permission, you’ll see the New action at the top while you are in the folder. 

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To create a new assortment in a shared folder:

  1. Open the shared folder. 
  2. Select New > Assortment.
  3. Select the type (Multi Brand or Single Brand) and settings for your assortment.
  4. The assortment will open automatically in a new browser tab.

All users who had access to the shared folder will automatically be able to see and access this assortment within that folder.

Create a shared sub-folder

To create a new sub-folder within a shared folder, you will need to have permission to modify that folder and its contents. (This means having Writer permission or above.) If you have permission, you’ll see the New action at the top while you are in the folder. 

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To create a new folder within a shared folder:

  1. Click New > Folder.
  2. Enter a name for your folder. 
    NewFolderName.png
    • Folder names can include letters, numbers, spaces, and characters & + ‘ - _ 
    • Additional special characters are not supported at this time.
  3. Click Create
  4. The folder will be added to your list of contents.
  5. Double click on the folder to open it.

All users who had access to the shared folder will automatically be able to see and access this sub-folder and its contents.

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