> Help > Communication > File Depository
- 1.What is the File Depository?The File Depository is an application that can be used for exchanging files within the authenticated part of the Information System as well as outside of it. You can also utilize it for storing your own files for some period of time. Examples of use:
- You are working on a computer in a computer hall, but you have no storage medium with you. However, you would like to continue working with your files in another location. A solution to the problem is uploading your files into your Depository so that you can retrieve them from, for instance, your home later on.
- You want to receive large files, which the e-mail system rejects, so you ask the owner of the file to upload it for you into your Depository.
- Someone else wants you to send him/her a large file, but you do not want to do so using your e-mail client. The System allows you to upload it into your/his/her Depository for him/her to be able to pick it up later.
- You may use the File Depository merely for the purpose of your studies and research and the way that complies with the rules governing the use of Information System and other regulations issued by the University. In the event of any violation, the violater's access to this application will be suspended for at least one term.
- The Depository has not been designed for permanent storage
of files. That is, these must be retrieved after some time since
they become subject to the so-called expiration, i.e.
Please ensure that you are aware of the difference between Depository and Homework Vault and thus do not upload your assignments intended for your teachers into the former. Moreover, the File Depository is not convenient for posting your study materials - something you should do, as long as you are a student, via the Students' Materials section located in Study Materials.
- Important: Provided you want to allow
unauthenticated users, i.e. those who cannot log into the System,
to upload files into your Depository, use the following
path and change the settings accordingly:
Personal Administration File Depository ... change settings
- The IS users can only use their File Depository provided they are members of CEVRO staff or students who have not completed or interrupted their studies. Therefore, once you stop working for or studying at the University, all the files stored in this section become automatically inaccessible.
- 2.Basic Functions and Operations
- To upload a file into your own Depository, use the following path:
- Personal Administration File Depository
- To upload a file into some other IS user's Depository, please use this path:
- File Depository Upload a file(s) into someone else's Depository
- To share a file with other IS users, you should do the following:
- Upload the file into your File Depository, make sure its access rights have been set properly, and distribute its address (e.g. https://is.vsci.cz/auth/de/2660/our_project.doc) to those whom you want to share the file with.
- To share a file with people from outside the Information System (i.e. located anywhere on the Internet), please proceed as follows:
- Upload the file into your File Depository, make sure its right to read has been set properly, i.e. to anyone on the Internet, and distribute its address (e.g. https://is.vsci.cz/de/2660/our_project.doc) to those whom you want to share the file with.
- Someone uploads a file into your File Depository:
- Provided someone uploads a file into your Depository,
you will be notified of the fact and the date on which it will
be deleted by e-mail. To allow people to do the uploads, you
should change your File Depository settings using the
File Depository Enable/disable file upload into Depository by unauthenticated users
- 3.Maximum Allocated SpaceEvery IS user (a member of CEVRO staff or student who has not completed or interrupted his/her studies) has his/her own File Depository with a certain amount of free space allocated to it. The information about the currently available free space (as well as the space occupied) is displayed to him/her after he/she enters the application. Provided he/she attempts to upload into his/her Depository a file that causes its space limit to be exceeded, the Information System does not let him/her do so. The System administrators reserve the right to change the free space limit if the need to do so arises.
- 4.Expiration (Automatic Deletion) of the Files Stored in the File
DepositoryEvery file uploaded into the File Depository has its expiration date, on which it is automatically deleted. This usually happens 30 days after its upload. To change the expiration date of all the files stored in your File Depository, please use the following path:File Depository Change expiration date of all the files stored in DepositoryThe reference enables you to postpone the "expiration by 30 days". Provided you wish to change the expiration date (put the expiration either forward or backwards) of only some of the files, click on Specify expiration date located in the Operations menu. The maximum number of days by which it is possible to postpone the expiration is 30 again. There are no copies of files stored anywhere on the System and therefore the files become irreversibly lost once they expire. The System administrators reserve the right to change the user-modified expiration date (not the automatically set one) according to the status of the IS data pool.
- 5.Restricting the User's Access to the File DepositoryProvided the System administrators find out someone's Depository is utilized the way that violates the rules governing its use, that of Information System or other regulations issued by the University, they will not allow anyone to access it (including its owner) for some time. Such a restriction has absolutely no effect on the file expiration process, i.e. the files expire as if the Depository were accessible.
- 6.Entering Your Own File DepositoryYou can enter your own Depository after logging into the Information System. You can do so, for instance, by clicking on the File Depository reference situated on the main IS page. It is only its owner, i.e. you, and the one with the g_depository right (only granted in special situations) that can browse its folders. Another way of accessing your File Depository is by using the following address:
https://is.vsci.cz/auth/de/your_personal_identification_number_(učo)/Provided you use a user name, you can also substitute it for your personal identification number. de in the address stands for Depository. After entering your own Depository, you are allowed to administer all its directory tree, i.e. create folders (directories), upload files, download and read files, delete folders and files, change their access rights, etc. By setting the access rights properly, you can allow other people (applies to both IS users and those outside the System) to access the files for reading. It is no other person than the owner that is authorized to browse the contents of his/her Depository. Therefore, if you want someone else to be able to download a file that you have previously uploaded into it, you should provide him/her with the so-called address within IS of the file (for further information on how to do so, see below) since otherwise he/she will not be able to find it.
The access rights for reading are set to anyone on the Internet by default. As regards some other operations, you can:
 change the access rights
 ensure that the user you want to provide the file(s) with has access to it (them)
 retrieve some further information on the file(s) (e.g. its (their) address within IS) - to do so, please click on the icon situated to the left of its (their) name(s).
 address of the file within IS
- 7.Address Within ISThe address within IS is the address of a file stored in the File Depository. It may be of two types - either the one whose functionality requires authentication (logging into the System) or the one that can be used from outside the System. The former should be used provided you want the file to be accessible to an authenticated IS user(s) only. It usually has the following form:
https://is.vsci.cz/auth/de/2660/our_project.docThe latter, as opposed to the former, contains the 'http' part instead of the 'https' one and is free of 'auth/' requiring the authentication. Therefore, the address of the file mentioned above generated for the users outside the Information System would have the following form:
https://is.vsci.cz/de/2660/our_project.docYou can replace your personal identification number in both the addresses with your user name (provided you have one, of course). The addresses of a file are listed in the section displaying further information on the file, which can be accessed through the wrench icon.
- 8.How shall I proceed to upload a file into someone else's Depository?You can upload a file into someone else's File Depository either from within the Information System, i.e. after logging into it, or from outside of it - a feature also available to those who are not IS users. To upload a file from within the System, please use the application the path to which is as follows:Personal Administration File Depository ... upload a file into someone else's DepositoryTo upload a file from outside the System, you should use the Upload a file into an CEVRO person's File Depository reference placed on the page at https://is.vsci.cz/. In both the cases, you should first look up the person whose Depository you want to upload your file into. This person should be a staff member or a student who has not completed or interrupted his/her studies and whose Depository, or access to it, has not been blocked. After locating the person, you can proceed to upload the file. After the upload, you can edit its additional information such as optional name, description, etc. If you want to enable people to upload their files into your File Depository from outside the System, you can do so by clicking on change settings (situated in the File Depository section) on the main IS page. As regards the file uploads carried out by the IS users who have previously logged into the System, there are no restrictions placed on these.
 Uploading a file into someone else's Depository.The IS user into whose Depository someone has uploaded a file is notified of the fact by an automatically sent e-mail containing the information about who has uploaded the file, its expiration date, and the total space occupied by all the files stored in it. The files uploaded into someone else's File Depository are stored in a separate folder bearing the name of the one who has uploaded them. If someone attempts to upload another file of the same name into the same person's Depository, a randomly generated suffix is added to its name for the files to be named differently.
- 9.How can I enable someone to download a file from my File Depository?Provided you want to enable someone to download a file from your own Depository, you should set the right to read of this file as well as that of all its parent folders accordingly for the person to be allowed to carry out the download. By default, the right to read is set to anyone on the Internet for all the Depository contents including all the folders. Therefore, all you have to do, unless you have made some changes to the default settings, is send the person the right address of the file. You need not worry about the person viewing some other contents since, despite being able to download the file using the address, he/she cannot browse your Depository folders.
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