Managed workspaces
Give every team and partner a workspace.
A folder with its own access, alerts and clean-up rule. Systems deliver the files; your people work in a browser.
- OrganizeA folder per customer, supplier, project or team
- ReachGroups, permissions and one of your own people as the group’s manager
- WatchEmail when files arrive or leave (Complete)
- Clean upDelete after the days you set, on the log (Complete)
15-day free trial · Unlimited registered users on Complete; guests on links never count
Sharetru Commercial comes as Core or Complete; alerts and clean-up rules are Complete features.
- Customers
- Engineering
- Suppliers
- CastPartner
- HX-220Inherits
- Inbound
| Name | Size | Modified | Actions |
|---|---|---|---|
HX220-C.step | 14.2 MB | Today 09:14 | Download |
HX220-C.pdf | 1.1 MB | Today 09:14 | ViewDownload |
PO-44817.pdf | 0.3 MB | Mon | ViewDownload |
Inbound | — | 9 files | Download |
Across the platform
Where do workspaces sit in the Sharetru platform?
A workspace is where everyday users meet the files your systems deliver over SFTP and the API, in a browser. A partner’s server drops the nightly report in; your ERP pulls it out over the API; purchasing opens the same folder in the web app, with nothing to install.
The same web app is also where an administrator runs the site; the access management and security and audit pages describe those controls.
The browser, SFTP and the API open the same folders under the same permissions and logs; nothing is copied between them. Links are for the one-off handoff: one set of files to one outside person, for a while. A workspace is the folder a partner keeps coming back to. Link-based file sharing has its own page.
People
The web app over HTTPS: upload by drag and drop, preview in the browser, download, with nothing to install; share links for the one-off exchange
Systems
SFTP, SCP, FTPS and FTPeS into the same folders, under the same permissions: a partner’s server, your PDM or ERP, a scheduled job (automation and protocols)
Software
The REST API, on both plans, for files and groups, so your own software reads and writes the same folders (developer docs)
Three problems, three owners
Every team keeps its partner files somewhere different, and nobody can say who can see what
Engineering has a share on a server for the casting supplier. Purchasing emails quotes. Quality uses whatever portal the customer chose this year. Each works for the team that chose it; together they leave IT with no single place to set the rules, security with no single answer, and operations finding out late that a file arrived.
Want to see one set up from an empty folder to its first notification? A 60-minute demo builds a supplier workspace with you on a live Sharetru site, with sample files.
Request a demo-
Provisioning
Every new partner means another folder somewhere and another account to remember to remove
A share on a file server, a guest in a cloud tenant, a login on a portal: three places to grant access, three places to forget it when the contract ends.
Fixed by one site: a workspace per partner, an access group with view, download, upload or delete on it, and a group manager who runs that group without a ticket to IT.
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The answer to “who can see this?”
Security asks which outside people can reach the drawings folder, and the answer is a walk through three systems
Permissions on a server, sharing settings in a cloud tenant and a portal’s user list each tell part of the story, in different words, and none of them is the one a reviewer wants in a file.
Fixed by the Access report: every workspace, every user and group on it, every permission, on one screen and in one CSV, with every view, upload and download on the log beside it.
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Arrivals and leftovers
The certificates arrived on Tuesday; purchasing found them on Friday, next to files from 2021
Without a notification, a drop-off folder is checked when someone remembers; without a retention rule, it is never emptied, and an incident exposes whatever was never cleaned up.
Fixed by a notification on the workspace when files arrive, leave or are deleted, and a retention rule that deletes files older than the days you set, every day, logged. Both on Complete.
Already on Microsoft 365
We run SharePoint and OneDrive. Why would we put partner folders anywhere else?
Keep SharePoint and OneDrive for the work inside; a Sharetru workspace is the governed folder at the edge, where partners work without entering your tenant. No guest per supplier in your tenant, no external user in your directory, nothing to offboard when the contract ends. Staff sign in with Entra ID (Complete); partners get a separate Sharetru login.
What stays in SharePoint is co-authoring, versioning and the sync client: Sharetru offers none of them, by design, because a workspace is an exchange point, not a system of record. What Sharetru adds, at the edge: a folder a supplier’s server reaches over SFTP, a notification when their files land (Complete), a retention rule that clears the folder (Complete), and an Access report of every outside person and what they can reach.
Entra ID for your people. Nothing for theirs.
Staff sign in with the identity they already have and reach the workspaces you grant. Partners keep a separate Sharetru login, not an account in your directory, so no external identity enters your tenant and nobody is offboarded from it when the contract ends. SSO on Complete; access management has the detail.
Workspace activity in Microsoft Sentinel.
Nothing extra to run: uploads, downloads, views and permission changes in a workspace are forwarded to Sentinel by syslog through a data collection endpoint, and the same stream goes to any other SIEM. SIEM forwarding on Complete; the security and audit page shows the record.
Your mail domain, and Azure Storage through the API.
The email that tells purchasing a certificate arrived goes out through Microsoft 365 SMTP with OAuth, from your domain, not Sharetru’s (SMTP integration on Complete). Files move to and from Azure Storage in both directions through the HTTPS File Transfer API: a scripted exchange, not a native connector (developer docs).
A workspace, day to day
How does a supplier workspace work from one week to the next?
A supplier workspace starts as a folder with the supplier’s access group on it; both sides then work in it from a browser. Their server drops files in over SFTP. Subfolders inherit the rules; on Complete, a notification tells purchasing when something arrives and a retention rule clears what is older than the days you set.
Set it up once. Work in it for the life of the contract.
A supplier quality engineer sets up a workspace for a casting supplier: drawings and purchase orders go out, certificates and inspection reports come back, and the supplier’s three people sign in with their own accounts.
Create Suppliers / CastPartner and add the CastPartner access group: view and download on the folder, upload on its Inbound subfolder.
Make your own supplier quality engineer the group’s manager, so they add and remove the supplier’s people inside that group without a ticket to IT. Partners never manage anything.
Set a notification on Inbound (Complete): purchasing is emailed when anything lands, consolidated hourly.
Set the retention rule on Inbound (Complete): files older than 180 days are deleted every day, each deletion on the log.
Sign in from a browser with their own account, and MFA when you require it. The site shows them Suppliers / CastPartner and nothing else.
Download the drawing package, or preview the PDF in the browser without taking a copy.
Upload the certificates by drag and drop. Purchasing’s notification goes out; each upload is on the log.
Their server drops the daily report over SFTP into the same Inbound folder, under the same permissions.
The same workspace in other industries
Architecture, engineering & construction
OutPlan sets and specifications, one workspace per project; the owner’s group views, each subcontractor’s group has its own subfolder
InSubmittals and RFIs back, the project manager emailed on upload (Complete)
Professional services
OutEngagement letters and workpapers, one workspace per client, seen by that client and the engagement team
InClient documents back, the engagement partner emailed on upload (Complete)
Healthcare billing and RCM
OutRemittance files and reports, one workspace per client
InClaims batches over SFTP from the client or the clearinghouse, your staff in the browser
How it works
What makes a folder a workspace?
A folder becomes a workspace the moment it carries its own rule: a permission, a notification or a retention setting that differs from its parent. Every other folder simply inherits the rules above it. The web app marks a workspace with a colored folder icon, and three reports list every workspace with its permissions and its retention rule.
Swipe sideways to see it all
Illustrative: the folder names, group, people and sizes are invented. The mechanism is the product’s: a standard subfolder inherits its parent’s permissions, notifications and retention; a workspace carries its own; the Access, Storage Summary and File Retention reports list every workspace. Notifications and retention rules are Complete features.
Create your first workspace on your own Sharetru site, free for 15 days.Add a folder and a group; export the Access report (add a notification on Complete).
The tabs of a workspace
What does an administrator set on a workspace, and which plan includes it?
An administrator sets a workspace’s access, notifications, retention rule and folder details, each on its own tab in the web app. Access is on every plan; notifications and retention rules are on Complete. A site administrator sets any of them; a group manager with file rights sets the access on their own group’s folders.
The record
What can we see about a workspace after it is set up, and where?
Three reports list every workspace: Access, Storage Summary and File Retention; the activity log holds every action inside it. Reports stay on screen for 90 days with a CSV button on each; log files are kept for 3 months on Core, 6 on Complete and 12 on Sharetru Federal, the older ones in the site’s log_history folder.
- CSV
Access report: who can reach what
Every workspace, every user and access group on it, and each permission: view, download, upload, delete. The screen a security reviewer asks for first.
Yours - CSV
Storage Summary: what each workspace holds
Each workspace folder and the space it uses, with the site’s total.
Yours - CSV
File Retention report: which rule applies where
The retention rule on each workspace: inherited from the site, overridden, or retain forever (Complete).
Yours - LOG
The activity log: what happened
Every view, upload, download, delete and permission change in the workspace, by account and time; forwarded to your SIEM on Complete.
YoursSecurity and audit
A Site Auditor reads all of these without opening a file; a Files Auditor sees folder and file names and nothing inside them. Both are read-only roles on the access management page.
Where to get it
- ReportsAnalytics › Reports: Access, Storage Summary, File Retention, Transfers, Deleted Files, each with Export CSV
- Logs pagethe activity log, with its own export
- log_historyolder log files, in the Files section
- Your SIEMthe same events forwarded by syslog (Complete)
Reports show what exists now; the log shows what happened. A retention rule never deletes a workspace, only files; an administrator deletes workspaces, and the log shows who deleted what.
Swipe sideways to see the whole row →
yourcompany.sharetru.com · activity log · illustrative
Illustrative entries, with invented names. Sharetru keeps no prior versions; the log shows when a file was replaced or deleted and by whom, a retention rule included.
Partners and guests
Does a partner need a Sharetru account to work in a workspace?
Yes: a workspace is for registered users, so a partner you work with all the time gets an account. A partner you deal with once gets a link instead. Core includes 10 registered users and can grow to 30; Complete has no limit (plans). Guests, who only open links, never count.
A standing partner
Signs in and works in the workspace
A registered user with their own account, and MFA when you require it. They see Suppliers / CastPartner and nothing else, preview the drawing in the browser, download what their permission allows, and drop certificates into Inbound.
A one-off partner
Gets a link, as a guest
An RFQ out and a quote back needs no workspace: Sharetru sends a link tied to the recipient’s address, they register once as a guest, and the exchange is on the record. A guest never counts toward a plan.
Can a one-off partner become a standing one?
Yes: in the web app an administrator converts a guest who only used links into a registered user in a few clicks, on the same account. They join an access group and sign in to its workspace; from then on they count toward the plan.
Guest. Opens and sends files through links Sharetru sent; registers once from the link. Never billed, on any plan.
Registered user. Signs in to the site, works in the workspaces their groups can reach, can be given SFTP and API access. Counted on Core; unlimited on Complete.
Which Sharetru
Sharetru Commercial or Sharetru Federal: what differs for a workspace?
A workspace is the same on Sharetru Commercial and Sharetru Federal: the same folders, groups, notifications and retention rules. Sharetru Federal adds the FedRAMP boundary, authenticator-only MFA and a watermark on every file viewed in the browser. Pick by what the contract names: FedRAMP Moderate, CUI or ITAR technical data means Sharetru Federal.
Regulated commercial data
For manufacturing, professional services, healthcare and financial services teams working with customers and suppliers in shared folders.
- Workspaces, access groups and group managers on Core and Complete; notifications, retention rules and comments on Complete
- File Viewer on both plans: preview in the browser, every view on the log
- MFA by authenticator app, email or SMS, required when you choose; Entra ID SSO for your staff on Complete
- Core: 10 users and 10 GB, up to 30 and 30 GB · Complete: unlimited users, 100 GB to 1 TB
- SOC 2 Type II Attested; the HIPAA Support Package adds Sharetru’s signed BAA
CUI, ITAR and federal contracts
For contracts that name FedRAMP Moderate, and for CUI, covered defense information or ITAR technical data in a partner’s workspace. Running GCC or GCC High? Sharetru Federal does the same job beside it (Sharetru alongside GCC High).
- FedRAMP Moderate Certified: the SaaS layer of MIS Sciences Corporation’s GovPoint Cloud Services, package F1311222650 on the FedRAMP Marketplace
- Every file viewed in the browser carries the viewer’s address as a watermark, for your people and partners alike
- MFA by authenticator app (TOTP) only, for partners too; no email or SMS codes, no hardware tokens
- FIPS 140-3 validated modules; 12 months of logs on either plan
- U.S.-citizen administration, U.S. data centers, inside the GovPoint FedRAMP boundary
FAQ
What teams ask before they move their shared folders
Workspaces
What is a workspace in Sharetru?
A workspace is a folder that carries its own rule: a permission, a notification or a retention setting that differs from the folder above it. Any other folder is a standard subfolder and inherits the rules above it. The web app shows a workspace as a colored folder with a check mark; three reports list every workspace on the site.
How many workspaces can we have?
As many folders as your storage holds: Sharetru sets no count on workspaces or folders. What is counted is access groups, five on Core and unlimited on Complete, and storage, 10 GB on Core and 100 GB on Complete, in 100 GB steps up to 1 TB.
Can we look at a file without downloading it?
Yes: the File Viewer previews Office, OpenDocument, PDF, image and text files in the browser, on both plans, once an administrator turns it on. View permission previews, Download permission saves a copy; every view is on the log. CAD formats such as STEP download instead. On Sharetru Federal every page carries the viewer’s address.
Is there versioning, or can two people edit a file together?
No, by design: Sharetru is the exchange point beside your system of record, so it keeps no earlier versions and offers no co-editing. The log shows when a file was replaced or deleted and by whom. Author and version files in the system that owns them, and use a workspace to move them across the boundary of your organization.
The web app
Do we need to install anything, and is there an upload limit in the browser?
No: the web app runs in any current browser, with no plug-in. Drag files in; download one, or several as one zip. Sharetru sets no cap on file size, files queued or zip downloads: your storage is the only limit on Sharetru’s side; the browser sets its own. Very large transfers: an SFTP client, same folder.
We already have SharePoint with external sharing. What does a workspace add?
A folder outside your tenant that partners and their servers reach without a guest account, with its own Access report. On Complete it carries its own notification and retention rule. SharePoint stays the system of record inside; a workspace is the exchange point at the edge, with no co-authoring, versioning or sync client.
Does it work on a phone?
Yes, in the phone’s browser: the web app reshapes itself to the screen, with no app to install. Sign-in, MFA, upload, preview and download work the same way.
Can partners see our logo and our own web address?
Yes: your logo, colors, site title and login-page text are settings on both plans, and your own hostname follows once the trial is over. During the trial the site is yourcompany.sharetru.com. After it, point files.your-domain.com at the site and support installs the certificate: included on Complete, an add-on on Core, priced on the plan page.
Rules and the record
Who is told when a file arrives?
Whoever the notification names: a user on the site or any email address, for uploads, downloads, deletes or usage past a size you set. It covers that workspace and the folders below it. Pick the frequency, instantly, every 15 minutes, hourly or daily, so a large transfer is one email rather than a hundred. Notifications are a Complete feature.
What happens to old files?
A retention rule deletes them: the site sets a default, retain forever or a number of days, and any workspace can override it. The rule runs every day, deletes files older than the days you set, and writes each deletion to the Deleted Files report and the log. It never deletes a workspace itself. Retention rules are a Complete feature.
What counts as a user?
A Sharetru user is anyone with their own sign-in, a person or a system account, in the web app or over a protocol. Core includes 10 users and can grow to 30; Complete has no user limit (plans and pricing). A guest who only opens links you sent never counts and is never billed.
Can we start on Core and add notifications and retention later?
Yes: moving from Core to Complete is a billing change on the same site, and the Complete features switch on. The difference is prorated to the end of your term; your users, folders, permissions and the record stay where they are.
Next step
See a supplier workspace from an empty folder to its first notification.
A 60-minute demo on a live Sharetru site with sample files, or a 15-day trial of your own. Either way you see the Access report.
Replacing shared folders on a server you run, or a portal a customer chose? Talk through how you move files today, 30 minutes, no slides.
Sources: the Sharetru Knowledge Base (File & Workspace (Folder) Management, Groups, Reports, Using File Viewer, Sitewide Settings) and the Sharetru plan page. Product screens, folder names, people, files and log entries on this page are illustrative. Plan features are as listed on the plan page; the trial includes the Core and Complete features of Sharetru Commercial, and a custom hostname follows the trial.