Managing access to shared folders

If you're a folder manager, you can control who has access to shared folders, including yourself.

The instructions below will only work in Google Chrome or Firefox web browsers. To download either Chrome or Firefox, see the self-install software guide.

Approve or deny access requests

To approve or deny a staff member's access request, or to change someone's access level:

1. Log in to Mstools with your UQ account username and password.
2. Select 'File Serving'.
3. Select 'Manage User Access'. Read the information on folder permissions.
4. To approve or deny an access request, select 'Show New Requests'.
5. To change a staff member's access level, select 'Show All Requests'.
6. Select the request.
7. Depending on the level of access you want to approve, select 'Read', 'Write' or 'Deny' access.
8. Select 'Update Access'.

You will receive a message confirming the level of access you have approved.

Request access on someone's behalf

Folder managers can request access to shared folders on behalf of other staff members. To request access for another staff member:

1. Log in to Mstools with your UQ account username and password.
2. Select 'Request Access on Behalf'.
3. Enter the UQ username of the staff member. Select 'Continue'.
4. All shared folders connected to the staff member's user group will be displayed. Next to each folder is the manager of that folder – this is who will action your request.
5. Select the lowest-level folders that the staff member requires access to.
6. If the box is already selected, this means the staff member has a pending request or already has access to that folder.
7. If the box can't be selected, this means the folder does not have a manager assigned or the folder has sub-folders. Select the + icon to expand the list.
8. Click 'Request Access' at the bottom of the folder list to complete the request.

You will receive a message to confirm your request has been sent to the relevant folder managers.

Once the request has been processed, the staff member will receive an email. When they receive the confirmation email, they will need to restart their computer to access the folders.

Remove a staff member's access

If a staff member has changed positions and no longer requires access to a shared folder, follow these steps to remove access:

1. Log in to Mstools with your UQ account username and password.
2. Select 'Manage User Access'. Read the information on folder permissions.
3. Select 'Show All Requests'.
4. Select the staff member's original folder access request.
5. Select 'Deny'.
6. Select 'Update Access'.

You will receive a message confirming the staff member's access has been removed.

Add or remove a folder manager

Shared folders can have multiple managers. We recommend at least two folder managers for each folder.

To add or remove a folder manager, submit an IT request.

Only the current folder manager, or a staff member they report to, can submit a request.

If you're a folder manager and you change positions within UQ, submit an IT request and tell us who your replacement is. If you leave UQ, your access will automatically be removed.