{"id":4444,"date":"2016-03-29T10:58:27","date_gmt":"2016-03-29T15:58:27","guid":{"rendered":"http:\/\/www.filecloud.com\/blog\/?p=4444"},"modified":"2022-03-12T01:52:35","modified_gmt":"2022-03-12T07:52:35","slug":"setting-up-a-folder-hierarchy-for-sharing-across-an-organization","status":"publish","type":"post","link":"https:\/\/www.filecloud.com\/blog\/setting-up-a-folder-hierarchy-for-sharing-across-an-organization\/","title":{"rendered":"Shared Structure for Server Files and Folders | FileCloud"},"content":{"rendered":"<p>FileCloud allows users to move from traditional Windows File Servers and Shares using NTFS permissions to a fully managed storage system that allows seamless remote access from anywhere and goes past any limitations with traditional file servers and storage.<\/p>\n<p>However, many customers are unclear on the best way to migrate their data into FileCloud as well as how to configure and setup the data for easy management.<\/p>\n<p>This article will help you migrate your data into FileCloud and set it up correctly.<\/p>\n<p>Assume that your organization\u2019s data looks like below:<\/p>\n<div id=\"attachment_4453\" style=\"width: 326px\" class=\"wp-caption aligncenter\"><img aria-describedby=\"caption-attachment-4453\" decoding=\"async\" loading=\"lazy\" class=\"size-full wp-image-4453\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2016\/03\/heirarchy_original1.png\" alt=\"Folder Hierarchy\" width=\"316\" height=\"553\"><\/p>\n<p id=\"caption-attachment-4453\" class=\"wp-caption-text\"><em>Fig 1. Original File Server Folder Structure<\/em><\/p>\n<\/div>\n<p>Generally, there are two main options for organizing company-wide data.<\/p>\n<p><strong>Option 1: Organizing data under a common account<\/strong><\/p>\n<p>You can create a common account called as \u201cCompanyName\u201d for example \u201cabc chemicals\u201d and then load all the data in folders into that account. After uploading, the data structure looks like the following:<\/p>\n<div id=\"attachment_4454\" style=\"width: 443px\" class=\"wp-caption aligncenter\"><img aria-describedby=\"caption-attachment-4454\" decoding=\"async\" loading=\"lazy\" class=\"size-full wp-image-4454\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2016\/03\/master_filecloud_account_sharing1.png\" alt=\"Master FileCloud Account Folder Structure\" width=\"433\" height=\"528\"><\/p>\n<p id=\"caption-attachment-4454\" class=\"wp-caption-text\"><em>Fig 2. Master FileCloud Account Folder Structure<\/em><\/p>\n<\/div>\n<p>You can see that each folder in the master account will contain folders for each organizational department, say \u201cHR\u201d, or \u201cMarketing\u201d and so on. Each folder can then be shared out to different groups, ie HR folder can be shared out to the HR Group and so on.<\/p>\n<p>When users login into FileCloud and they open the \u201cShared With Me\u201d folder, they see the master account name first followed by the share name. For example, Shared With Me-&gt;CompanyName-&gt;\u201dHR\u201d or Shared With Me-&gt;CompanyName-&gt;\u201dMarketing\u201d<\/p>\n<div id=\"attachment_4455\" style=\"width: 608px\" class=\"wp-caption aligncenter\"><img aria-describedby=\"caption-attachment-4455\" decoding=\"async\" loading=\"lazy\" class=\"size-full wp-image-4455\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2016\/03\/master_filecloud_account_sharedview1.png\" alt=\"Master FileCloud Account Sharing Folder Structure\" width=\"598\" height=\"291\"><\/p>\n<p id=\"caption-attachment-4455\" class=\"wp-caption-text\"><em>Fig3. Master FileCloud Account Sharing Folder Structure<\/em><\/p>\n<\/div>\n<figure><img decoding=\"async\" title=\"Data Under Common Account Advantages &amp; Disadvantages\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/03\/data-under-common-account-advantages-and-disadvantages.jpg\" alt=\"Data Under Common Account Advantages &amp; Disadvantages\"><figcaption style=\"text-align: center;\">Data Under Common Account Advantages &amp; Disadvantages<\/figcaption><\/figure>\n<p><strong>Advantages<\/strong><\/p>\n<ul>\n<li>Easier to administer by the IT Administrator since all data is stored in one account<\/li>\n<li>Only 1 additional license is needed for the common account<\/li>\n<\/ul>\n<p><strong>Disadvantages<\/strong><\/p>\n<ul>\n<li>Difficult to give management access to other users because they get access to all data not just their department data<\/li>\n<\/ul>\n<p><strong>Option 2: Organize data using Teams or Department<\/strong><\/p>\n<p>You can instead also create a number of different accounts like \u201cHR\u201d. \u201cMarketing\u201d etc and then upload the common files belonging to each department. Then each department account can share content to other users as needed.<\/p>\n<div id=\"attachment_4457\" style=\"width: 439px\" class=\"wp-caption aligncenter\"><img aria-describedby=\"caption-attachment-4457\" decoding=\"async\" loading=\"lazy\" class=\"size-full wp-image-4457\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2016\/03\/team_filecloud_folder1.png\" alt=\"Team FileCloud Account Folder Structure\" width=\"429\" height=\"519\"><\/p>\n<p id=\"caption-attachment-4457\" class=\"wp-caption-text\"><em>Fig4. Team FileCloud Account Folder Structure<\/em><\/p>\n<\/div>\n<p>When users login into FileCloud and they open the \u201cShared With Me\u201d folder, the see the team\/department name followed by the share name. For example, \u201cShared with me\u201d-&gt;TeamName-&gt;Share<\/p>\n<div id=\"attachment_4458\" style=\"width: 573px\" class=\"wp-caption aligncenter\"><img aria-describedby=\"caption-attachment-4458\" decoding=\"async\" loading=\"lazy\" class=\"size-full wp-image-4458\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2016\/03\/team_filecloud_account_sharedview1.png\" alt=\"Team FileCloud Account Sharing Folder Structure\" width=\"563\" height=\"312\"><\/p>\n<p id=\"caption-attachment-4458\" class=\"wp-caption-text\"><em>Fig 5. Team FileCloud Account Sharing Folder Structure<\/em><\/p>\n<\/div>\n<figure><img decoding=\"async\" title=\"Data By Departments Advantages &amp; Disadvantages\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/03\/data-by-departments-advantages-and-disadvantage.jpg\" alt=\"Data By Departments Advantages &amp; Disadvantages\"><figcaption style=\"text-align: center;\">Data By Departments Advantages &amp; Disadvantages<\/figcaption><\/figure>\n<p><strong>Advantages<\/strong><\/p>\n<ul>\n<li>Distribute the team account credentials to multiple managers or different users so it is easier to manage<\/li>\n<li>Each account is separate so it is easier to apply different security policies to each account<\/li>\n<\/ul>\n<p><strong>Disadvantages<\/strong><\/p>\n<ul>\n<li>It is harder to administer because the data is spread out among multiple accounts<\/li>\n<li>Additional licenses are needed for each team account used<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.airsend.io\/?utm_source=filecloud&amp;utm_medium=blog\" class=\"broken_link\"><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-22625\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2019\/12\/320_50_mobile_ad_2x.png\" alt=\"\" width=\"656\" height=\"116\"><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>FileCloud allows users to move from traditional Windows File Servers and Shares using NTFS permissions to a fully managed storage system that allows seamless remote access from anywhere and goes past any limitations with traditional file servers and storage. However, many customers are unclear on the best way to migrate their data into FileCloud as [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[20],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.13 (Yoast SEO v20.13) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Shared Structure for Server Files and Folders | FileCloud<\/title>\n<meta name=\"description\" content=\"Shared structure for server files and folders: FileCloud allows users to move from traditional windows file servers and shares to a fully managed storage system.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.filecloud.com\/blog\/setting-up-a-folder-hierarchy-for-sharing-across-an-organization\/\" \/>\n<meta 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