Keep files a colleague sent you

The situation. A colleague sends you a number of files through a transfer. You want to look at them now, but also be able to use them next week or next month. Because a transfer is available temporarily, it is wise to save the files you want to keep to Drive in time.

With Save to Databeamer Drive you copy the files to a place where you can find them again, even when the transfer expires later.

1. Open the transfer #

You find a received transfer on your dashboard under To do. You can also go to Exchange › Transfers › Received and use the To do filter there.

If email notifications are switched on in your settings, you have also received an email about the transfer. The menu in the left bar also shows a counter with the number of unread transfers.

Open the transfer to see who sent the files and what information comes with them.

2. Check first, then accept #

Check that you recognise the sender and were expecting the files. In doubt, for example because you do not know the sender or because the transfer comes unexpectedly? Then do not download the files right away. Report possible abuse through Report abuse, or check with the sender through a channel you already trust whether the transfer is genuine.

Everything in order? Then choose Accept. The sender is notified, and the options to download or save the files become available.

3. Keep the files in Drive #

Do you want to use the files again later and keep them safely? Then choose Save to Databeamer Drive instead of only downloading them to your computer.

Select the folder where you want to keep the files and confirm with Save here. Databeamer copies the files to your Drive. The saved copies no longer depend on the expiry date of the original transfer.

4. Your own Drive or a group's Drive? #

The right place depends on what you need the files for.

• Your personal Drive: handy for files you want to keep and use yourself.
• A group's Drive: suitable for files that belong to a shared project, team or collaboration. Colleagues with access to that group can find the files there.

Are the received files meant for a project group, for example? Then preferably save them to that group's Drive, so they do not end up only in your personal Drive and colleagues do not have to keep asking for them.

More information: Groups and shared files.

5. Need a copy on your computer as well? #

Sometimes you want to use a file outside Databeamer too. Then choose Download to fetch files one by one, or Download as ZIP to download them together as one archive file.

In the Downloads panel, Databeamer can show the notice File integrity verified. This is an extra security check and means that the decrypted file matches the file the sender uploaded. It tells you nothing was tampered with during transmission.

Keep in mind that a download to your computer creates a separate copy. Databeamer's protection and access rights do not automatically apply to that local copy.

What the sender sees #

Your acceptance appears in the transfer's Activity and the sender receives the Transfer accepted notification. Downloads are recorded in the activity as well.

The sender can thus see which activities took place around the transfer. That does not automatically mean the sender can see what you do with a file after you have saved it to your Drive.

Good to remember #

A transfer is meant for exchanging files. Drive is the place to keep them and work with them again later.

If you want to prevent files from becoming unavailable over time, save them to the right Drive before the transfer expires. And if the files are meant for collaboration, choose a shared place where the right colleagues can reach them.