Creating a Document Drop Area for External Partners
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    Creating a Document Drop Area for External Partners

    🔍 Purpose

    This SOP provides clear steps for setting up a secure document submission area in CyMyCloud, allowing external partners to drop files related to a specific contract or teaming effort.

    This is similar to Dropbox’s "File Request" feature, but is built directly into your CyMyCloud platform using the Nextcloud Files app.

    🎯 When to Use This SOP

    Use this SOP when:

    • You want a centralized folder where an external user, such as a subcontractor, can upload files.
    • You need to collect documents securely without granting full access to the folder.
    • You want a permanent upload link for a specific partner or project.

    ✅ What You’ll Need

    • A CyMyCloud user account with access to the Files app
    • A folder (or a new folder) to collect the files
    • Email address of the partner or team you're requesting documents from

    🛠️ Step-by-Step Instructions

    🟢 Step 1: Create a Folder for File Drops

    1. Go to the Files app inside CyMyCloud.
    2. Navigate to where you want to create the new folder.
    3. Click the "+" button > select "New folder."
    4. Name it something clear like:
      File Drop – XYZ Contract or Submissions – ABC Teaming Partner

    🟡 Step 2: Set Folder Permissions (Optional)

    Skip this step if no one else needs to edit/view the files except you.

    1. If you're working with a team, you can share this folder with internal colleagues using regular folder sharing.
    2. External users will not see these permissions or access the folder directly—they will only be able to upload files through a custom drop-down link.

    🔵 Step 3: Create the File Drop Link

    1. Hover over the folder you created.
    2. Click the “Share” icon (a person with a + sign).
    3. In the sharing sidebar, click “+ File drop (upload only)”.
    4. A public upload link will be created.

    ✅ Make sure “Allow upload only” is enabled.

    This ensures they can’t see or download anything inside the folder—only upload.

    🟣 Step 4: Customize the Link (Optional but Recommended)

    1. Set a password for added security.
    2. Set an expiration date if needed.
    3. Add a short message for the uploader if you'd like.

    🟠 Step 5: Share the Link with Your Partner

    1. Copy the upload link.
    2. Email it to your external partner with simple instructions like:

    Please upload all contract documents related to the XYZ Contract using the secure link below. You will only be able to upload files. If you need access to view documents or work together inside CyMyCloud, let us know, and we’ll create a guest account for you.

    🟤 Step 6: Monitor Uploads

    1. You’ll get notified when someone uploads a file (if notifications are enabled).
    2. Uploaded files will appear in that folder immediately with a timestamp and file name.
    3. You can move, rename, or tag them once you receive them.

    🔐 Important Notes

    • File Drop links do not require a login, but they are upload-only and secure.
    • Never use File Drop for sensitive or controlled files, such as CUI or ITAR.
    • If you need ongoing collaboration, request that a guest account be created instead.
    • Password-protect the link for added control, especially on active contracts.

    📞 Need Help?

    If your partner has trouble uploading:

    • Confirm they are using the latest version of their browser
    • Make sure the link is active and not expired
    • Reach out to the CyMyCloud Support Team at [care@cybermyte.io]