Shared Drives

Collaborate on files with team-owned shared drives. Control who accesses what, set granular permissions, and keep files persistent even when team members leave.

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Team collaboration

Storage that belongs to the team

Shared Drives exist independently of individual users. Files stay accessible when creators leave. Permissions control who can view, edit, or manage the drive through Delalify Teams (workspace members and directory groups). Collaboration persists through every team transition with Delalify OneCloud.

Team collaboration with Delalify OneCloud Shared Drives

Capabilities

Team storage that persists

Team ownership

A key employee leaves and their files become orphaned. IT scrambles to recover access while projects stall waiting for documents that nobody can reach. Institutional knowledge disappears along with the individual's credentials, creating bottlenecks that impact the entire organization.

Shared Drives belong to the team, not individuals. No single point of failure when someone leaves or changes roles because ownership remains with the workspace. Files persist through transitions, ensuring that your team's work stays accessible and organized regardless of personnel changes within Delalify Teams.

Granular permissions

Everyone gets full access or no access. Interns can delete critical files while partners cannot upload their deliverables. All-or-nothing permissions create security risks and operational friction that hinder collaboration and data protection efforts.

Set viewer, editor, or manager permissions per user or group within each Shared Drive. Managers can add members; editors can upload and modify; viewers can only read. This ensures that access matches responsibility and protects sensitive documents from accidental deletion or unauthorized changes.

Teams group access

Every new hire needs manual permission grants. Every departure requires manual revocation. IT spends hours on permission requests instead of strategic work, and errors in manual processing lead to security gaps or unnecessary delays in access.

Grant Shared Drive access to groups and workspace members defined in Teams Membership. Directory sync keeps group membership current, so access reflects your organization structure without manual updates. When a user joins a group, they gain access to relevant drives automatically.

Activity monitoring

Something changed in the shared folder but nobody knows who did it or when. Investigating issues means asking around and hoping someone remembers, or digging through logs that are difficult to access and interpret. Without visibility, accountability vanishes and errors become hard to trace.

Track all activity on the drive: uploads, downloads, shares, and permission changes. Detailed activity logs are available for export to support compliance audits and security reviews. You can see the complete history of every file and folder, ensuring that everyone remains accountable for their contributions.

Storage limits

A single team uploads terabytes of raw footage while other teams cannot store essential documents. Unlimited storage creates imbalanced consumption, leading to unexpected costs and resource shortages for critical projects across the organization.

Set storage caps per Shared Drive to prevent runaway usage and ensure fair resource distribution. Alerts notify drive managers and workspace admins before limits are reached. This proactive management keeps costs predictable and prevents any single department from monopolizing shared storage resources.

External sharing

Clients need to review deliverables but creating accounts for every external contact is impractical. Email attachments hit size limits and lose version control. Sharing files securely with partners often requires moving them out of your managed environment, creating data silos and security risks.

Share specific files or folders with external contacts via secure links. Set expiration dates and access passwords to maintain control while enabling collaboration beyond your organization. Use People Contacts to manage recipient details and track who has access to your shared content.

Why it matters

Collaboration without chaos

Continuity when teams change

Files remain accessible regardless of who joins or leaves the team. Shared Drives belong to the organization, not individuals, so departures never orphan critical documents or stall projects waiting for access recovery.

Appropriate access levels

Granular permissions ensure people see what they need without exposing everything. Viewers read, editors upload, and managers control membership. Access matches responsibility for each team member.

Reduced IT overhead

Group-based access eliminates manual permission requests for every new hire. Add someone to a Teams group and they gain drive access. Remove them or deactivate them in Teams and access revokes across OneCloud.

Controlled external sharing

Share specific files or folders with clients and partners via secure links. Set expiration dates and access passwords to maintain control while enabling collaboration beyond your organization.

Use cases

See Shared Drives in action

Project team collaborating on a proposal

The project manager creates a Shared Drive for a cross-functional proposal team involving sales, engineering, and finance. Members upload research, drafts, and graphics that stay organized in project-specific folders. The manager uses Channels Conversations to discuss changes while the latest versions of documents are always available on the drive.

Result

Future teams find past proposals easily, learning from previous work instead of starting from scratch. Hand-offs between departments become smooth as everyone references the same authoritative files, and the proposal is submitted on time with zero version conflicts.

Project team collaborating on a proposal

Department sharing policy documents

HR creates a Shared Drive for company policies and employee handbooks. All employees receive viewer access through their membership in the "All Staff" group in Teams. HR managers retain editor access to update documents as regulations change, ensuring that everyone always has access to the most current information.

Result

Policy-related inquiries reduce by 60% because employees find current documents without asking HR. Compliance audits proceed faster as the department produces a single, timestamped source of truth for all corporate policies and procedures.

Agency collaborating with clients

The agency creates a Shared Drive for each client engagement. Client contacts from People receive viewer access via secure links for deliverables, while the internal agency team uses editor permissions to collaborate on drafts. The drive organizes all creative assets, project plans, and reporting spreadsheets in one secure location.

Result

Client satisfaction improves as they always have access to the latest files without digging through email threads. The agency maintains professional standards by controlling when and how deliverables are shared, reducing the risk of sending unfinished work.

Research lab managing experiment data

The principal investigator creates a Shared Drive for each study. Researchers upload datasets, protocols, and analysis scripts. When team members graduate or move to other institutions, their work remains with the lab. Access is managed through Identity & Access Management, ensuring that only authorized personnel can access sensitive research data.

Result

Years of research survive personnel transitions because data ownership belongs to the lab, not individuals. Collaboration between labs stays secure, and researchers spend less time on data management and more on scientific discovery.

Manufacturing company managing quality documentation

Quality assurance creates Shared Drives for ISO compliance documents, inspection records, and supplier certifications. Auditors receive time-limited viewer access to relevant folders. The company uses OneCloud Storage to store thousands of technical manuals and quality logs that are shared across multiple manufacturing facilities.

Result

Certification audits pass without findings because inspectors find organized documentation without employees scrambling to locate files. Operational efficiency improves as factory floor managers access current specifications instantly from their mobile devices.

Related features

Explore more OneCloud capabilities

Storage

The foundation of file management that Shared Drives build on.

Learn more

People Groups

Create Shared Drives from People groups to keep files connected to relationship segments.

Learn more

View all OneCloud features

Create team-owned storage

Shared Drives persist when team members leave. Control access with granular permissions and keep files accessible to everyone who needs them.

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