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Creating Web Page Links to GUShare Documents

Synopsis: Discover how to use GUShare to share a large collection of documents or documents larger than 1MB.

Why would I share documents using GUShare instead of KeySite Enterprise?

GUShare is an online file and document sharing service that enables you to collaborate and share files. It enables users to easily upload, organize and arrange documents in folders. Your Web site can use GUShare to make departmental files such as Word and PDF documents, applications and brochures available to the public. It's easier for you to manage documents, avoid duplicating files and visitors to your website won't notice the difference.

  1. Store large files: GUShare can store documents as large as 100 MB. File storage is limited only by your department's storage quota. In order to preserve the quality of Georgetown's Web hosting service, files uploaded to KSE, the Web content management system, are limited to 1 MB.
  2. Centrally organize and update multiple public documents: KeyBridge recommends using GUShare when sharing more than 10 documents with the public. With GUShare, you can maintain one set of documents and share them online.

Getting Started

Before you can use GUShare with KeySite Enterprise (KSE), you will need to have rights to three accounts. If you are missing access to any of the accounts below, please contact your departmental technology representative (DTR) or administrator.

  • A valid individual GUShare account: click here to activate your individual user account
  • Administrative rights to a departmental GUShare account: departmental accounts are not affected by staff turnover, whereas documents on individual accounts are not accessible when employees leave the university. For more information on departmental accounts, click here
  • Rights to edit content on a KeySite Enterprise website

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Documentation

This documentation will guide you through the three part process of using GUShare with KSE.

Note: UIS recommends not having any confidential or internal documents in your public folder.

Part I. How to Create a Public Folder in GUShare

In your departmental GUShare account, you can designate files and folders as publicly accessible over the Internet. You will need to complete this part once only. Skip this section if you have already created a public folder for your website in GUShare.

  1. Login to your department's GUShare account
  2. Navigate to the directory where you want to create your public folder
  3. Click on the "New Directory" button
  4. Type in the folder name (we recommend naming it "Public") and click "OK"
  5. Click on the "Share" icon to make the content of this folder universally accessible
  6. On the next page, select "Read" permission for the public folder you created. Do not select "Write," "Delete" or "Administer" permissions for this folder. Selecting any of these options will enable the public to edit, delete or change user rights for the folder

  1. Click "Apply"
  2. The page will show you a summary of changes made to the permissions. In this case, it will show a green plus sign under "Read," click "OK"

  1. Click the "Back" button in GUShare to return to your folder

Note: Always use the "Back" button in GUShare instead of your browser's "Back" button.

You will see a public sharing icon next to the public folder. By default, all contents of the folder will inherit the same permission settings, so that all files and new folders under the public folder are accessible by anyone. (Note: You may designate sharing permissions to individual files within the folder, but as noted above, UIS highly discourages such actions and advises you to store only public documents under your public folder.)

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Part II. How to Upload Documents to GUShare
  1. Click on your public folder
  2. Click the "Upload" button
  3. On the next page, select "Number of Files to Upload" from the dropdown menu on the right
  4. Click the "Browse" button to locate the file
  5. Find the file on your local hard disk, then select the file and click "Open" Note: If you are uploading more than one file, repeat step 5 for each of the files. Make sure to use one line for each file
  6. Click "OK"

You will see the file listed within the public folder. Please note that the public sharing icon will also appear next to the file you uploaded, as the file inherited the public folder's permission setting.

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Part III. How to Link a Web Page to Documents in GUShare

Now that you have uploaded the files into GUShare, you will now create links to those files from your website using KSE.

In GUShare
  1. Open GUShare
  2. Navigate to the public folder to display the contents of the folder
  3. Click on the "Manage" icon next to the file name
  4. On the next page, click on "File Properties"
  5. Highlight the entire address shown after the "Full URL"
  6. Right click (or press Command-C on a Apple computers) on the URL and select "Copy" to copy the highlighted text

In KSE:
  1. Open and login to KSE
  2. In your site, navigate to the content you'd like to edit
    • Web page located in a section: using the "Site Map," find the section and Web page that the link will appear within
    • Content stored in a collection: using the "Site Map," find the Collection and select the content that the like will appear within
  3. Click on "Modify this page"
  4. Highlight (or enter) the text in the HTML editor
  5. Click the "Insert/Edit Link" icon (a pop-up window will appear)
  6. Right click (or press Command-C on a Apple computers) in the URL box and select "Paste"
  7. Select "OK"
  8. Select "Save Changes"

Note: Repeat Parts II and III to link additional GUShare documents with your Web page

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