Share in folders with access levels

A shared folder holds connections, SQL connections, tasks, queries, aggregations, SQL queries and IntelliShell scripts for a group of people. Every member sees the latest version of each item; when someone saves a change, the whole folder gets it. You need to be signed in to a team server.

Create a shared folder

1. In My resources, click the + (Create new shared folder) on the bar. The Connection Manager and the Query Manager have a New shared folder button too.
2. Choose a name for the shared folder.
3. Under Invite other people to join this folder, type an e-mail address, click Invite person and choose its access level (View, Edit or Manage). Repeat for each person. You can also invite people later.
4. Click Next. On Copy resources to the shared folder, tick what to copy from the Connections, SQL Connections and Queries tabs. For each connection, the Copy Operation column says Don’t copy credentials (the default) or Copy credentials.
5. Click Create. You are the folder’s first manager.

From the Connection Manager, the second page offers connections only.

Add items later

• Save a query from its editor (Collection tab, Aggregation Editor, SQL Query, IntelliShell) with Save query and choose the shared folder as its location. Make query read-only locks it to you.
• On a folder’s Shared connections, Create new connection saves the new connection straight into the folder (without its password, and without a local copy).

Invitations

Invited people find the invitation under Shared folder invites (n) in My resources. Right-click it:

• Review invite shows the folder name, who invited you, the access level, the number of members and of shared items;
• Accept invite joins the folder (“You have joined the shared folder”); the inviter is notified;
• Decline invite removes it.

You can invite an address that has no account yet: the invitation waits for it. Pending invitations expire after 30 days.

Manage a folder

Right-click the folder in My resources:

• Manage shared folder: rename it, change members’ access levels, Remove a member or Withdraw a pending invitation, invite more people;
• Leave shared folder: stop being a member;
• Delete shared folder: deletes it for every member, after a confirmation.

Access levels

Changing what makes a shared connection safe to use (where it connects, how it authenticates, its Read-Only Lock) or renaming it needs Manage, and every member is told. Adding a second connection under a name already used in the folder needs Manage too, so nobody can slip a look-alike next to a trusted one.

Rules the server enforces

• A folder always keeps a manager: the last manager cannot be demoted, removed, or leave while other members remain. Give Manage to someone else first. When the last member leaves, the folder is deleted.
• People who are not members get “not found” for the folder: its existence is not revealed.
• A read-only query or script can be changed, unlocked or deleted only by the member who locked it. A manager may unlock one whose owner left the folder.
• Each item keeps who created it, when and by whom it was last changed, and a revision. Saving over a newer version is refused with the name of who changed it: reload the item and apply your change again.

Limits

Tips

• Keep Don’t copy credentials unless every member should use the same login: copied passwords are stored on the server and readable by every member of the folder. Without them, each member is asked for a password when connecting.
• A connection’s Read-Only Lock travels with it: members cannot write through it. My resources shows a padlock on such connections.
• Command line and agents: every action above is a share.* command, such as share.new-shared-folder, share.invite-members, share.set-access, share.add-to-folder (see Automation).

Troubleshooting