How the Files menu works in Catacloud
Under Files in the main menu, you see only your own uploaded files by default, under My files → Documents. There is no shared file folder for everyone – which explains why you don't see files a colleague has uploaded, or folders she has created.
To share files with colleagues or an external auditor, you need to use a department or a project. Departments appear in the left menu under Departments, and everyone added as a member of the department sees the same files there.
Share files via a department
A department is the most common way to share files internally, and is included in both Catacloud plans.
Step 1 – Create a department (if one doesn't exist)
Click the app icon (nine dots) at the top left and select Administration.
Go to Departments in the left menu (under Company settings).
Click + New department.
Enter a code and name (e.g. "AUD" / "Audit"), optionally select a department manager, and click Create department.
Step 2 – Add members to the department
Click the department's name in the list.
Go to the Members tab.
Tick the people who should have access.
Click Save changes.
Step 3 – Upload files to the department
Go to Files in the main menu.
Select the department in the left menu under Departments.
Click Uploador New folder. All members of the department now see the same files.
Share files via a project
Projects work the same way. Projects appear in the left menu under Shared files → Projects. Use a project if file sharing is tied to a specific engagement.
Create or open a project.
Add the relevant users as project members.
Upload files to the project's file area – all project members see these.
Giving an auditor access to the files
The auditor must first be invited as a user in Catacloud.
Go to Administration (app icon at the top left) and click Invite person. Select the Member role.
Go to Departments → click the department → the Members tab → tick the auditor → Save changes.
The auditor logs in and finds the files under Files → Departments → department name.
If you want to control what else the auditor can see and do in Catacloud, see Roles, auditor access and access groups.
Frequently asked questions
I uploaded a file, but my colleague can't see it.
Check that both of you are added to the same department, and that the file is uploaded under the department in the left menu – not under My files.
The auditor says she can't find the files.
Verify that the auditor is added as a Member of the department (Administration → Departments → Members tab), and that she has logged in after the invitation was accepted.
When should you contact us?
Get in touch in the chat if:
A department isn't available in your plan.
The auditor doesn't receive the invitation.
You can't see your colleague's files even after you've both been added to the same department.
Please include: the name of the department, who is missing access, and what happens when they try to open it.