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How do I share files within a workgroup?
Christopher Brooks, 14 Dec 2010
Last updated: 14 Dec 2010

There are several ways to share files within a workgroup:
Wiki
The group administrator can enable a wiki for your workgroup and then presentations can be uploaded as attachments. Access to the wiki can be controlled via the workgroup admin page. Wikis are a good way to share information in a way that allows multiple people to edit how-to guides. In addition, presentations for internal use only can be uploaded.
Publications
The publications facility is available to all logged in users, though access can be narrowed down. Presentations can be added to the Publications facility. Publications may be read either by the world, by anyone who is logged in, by anyone in a particular workgroup, or by only the creator of the publication. This is a good way to share semi-public information that can be easily found, though the material itself can have restricted access.
CVS
The workgroup administrator can request that a Concurrent Version System (CVS) repository be created. CVS allows multiple users to a set of files. To use CVS, each user must have a CVS client such as TortoiseCVS and each user must Request A CVS Account. CVS is excellent for collaborating on papers.
Forums
The workgroup administrator can request that a forum, and/or a private forum be enabled. Forums have topics and topics have sections. A section can have uploads. This is a good way to quickly collect material for a particular topic. Each workgroup has two types of forums, a regular forum and a private forum. The access for each type of forum can be controlled by the workgroup administrator.
FAQ (Frequently Asked Question)
The workgroup administrator can request that a FAQ be enabled. FAQs have sections and sections have questions. FAQs do not have uploads, so to share a file, you would need to provide a link to a separate location. The access for a FAQ can be controlled by the workgroup administrator.

Comparison of technologies

FacilityEase of use for new users Most suitable for Access Control Drawbacks
WikisVery Easy Excellent for how-to guides Selected on a per workgroup basis by the workgroup admin. Can be public, logged in users only, group guests and members or group members only Requires a little knowledge about wikis.
PublicationsEasy Excellent for presentations that are publicly available, though access may be restricted Selected on a per publication basis. Can be public, logged in users only, group guests and members or creator only Reference to the publication is world readable, though the publication itself is protected
CVSInitial set up is complex Excellent for collaborating on non-binary documents such as software or LaTeX papers. Provides access to previous versions. No size limit. Repositories are usually readable by anyone who has a CVS account, though upon special request, this can be changed. On the website, the repository is selected on a per workgroup basis by the workgroup admin. Can be public, logged in users only, group guests and members or group members only Works best with non-binary documents. Binary documents can be shared, but multiple users editing a binary document does not work.
ForumsEasiest Excellent way to collect presentations Selected on a per workgroup basis by the workgroup admin. Can be public, logged in users only, group guests and members or group members only Older interface
FAQEasiest Does not have uploads, more useful for answering questions. Selected on a per workgroup basis by the workgroup admin. Can be public, logged in users only, group guests and members or group members only Older interface

Except for CVS, the different facilities have upload size limits of 20 Mb (as of 12/2010).

Except for CVS, the different facilities have no versioning. To update a file, update a file with the same name as the previous file.

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