Shares

Summary

A share (or fileshare) is a centrally shared space used by mutliple people to store, contribute, and edit documents.  Some of the benifits of using a fileshare for your documents is that the contents of a share are backed up nightly and can be restored in case of data deleation or corruption.  Your data is also securly stored on our servers, and you can control who can only read the contents of a share, and who can actually contribute to the share.

 

Requesting a Share

When requesting a share we need the following information from you:

  • The types of share (See Below)
  • The division and department that this share is for
  • A data steward(s) for the Share (See Data Stewards)
  • Suggested name for the share, ITS will take this into account when creating the share
  • Intended purpose of the share, type(s) of data stored, initial quota size.  ITS will use this information to determine an initial overall size requirement for the share.

 

Types of Shares

Simple Share

  • Default share type
  • Users can have either Read-Write(RW) or Read-Only(RO) access to the requested share
  • Custom sub-folder permissions can not be created

Example:

The Student Employment office would like a general share to be used for the users in their department

  • Name of the Share will be: SEO_General
  • SharePath: \\main\shares\EMCS\SEO_General
  • Staff members X and Y will have RW access to the share
  • Student employee Z will have RO access to the share

 

Complex Share

  • Share that the 1st level of folders have their own set of permissions
  • Users can either have RW or RO permissions on the entire share, or only to selected folders at the 1st level
  • Only ITS can create folders at the root of the share.  (This is due to how the permissions are handled)
  • The quota is applied to the whole share.  (All sub-folders share the same quota)

Example

Admissions needs a share with sub folders for the different colleges for potential students.  Admissions needs to have access to all the folders (as they get the requests), but each college only needs to have access to their respective folder.

  • SharePath: \\main\shares\EMCS\ADM_PotentialStudents

      

  • Admissions Staff members A and B will have RW access to all folders in the share
  • GCCIS Staff member C has RW access only to the GCCIS folder
  • Staff member D works in both COS and COB, so has RW access to both of these folders
  • GCCIS Student Employee E has RO access to the GCCIS folder 

Now there is a new college being formed called IHST and a new folder needs to be created for it.

Staff member A or B files a ticket to the Service Desk with the following information:

  1. Name and Path of the Parent Share
        a) \\main\EMCS\ADM_PotentialStudents
  2. Suggested name for the new folder.
        a) IHST
  3. List of users who will need RW or RO access to that folder.  (NOTE: Staff members A and B will automatically have RW access to the new folder because they have RW access to all the folders in the share.)

 

Getting access to a share

To be granted access to a share, you must have the approval from that share's Data Steward.  

Please file a ticket with the ITS Service Desk with the following information:

  • The Name and path of the share: ie) SEO_General, \\main\shares\EMCS\SEO_General
  • The Name and username of the user(s) to grant access to, along with the level of access to grant to each user (RW or RO)
Note:

As per SEO Standard 28 in the Employer Handbook, located here, all Student Employees must have a separate Student Employee account to be granted access to fileshares.  Access will NOT be granted to a student's everyday RIT Computer Account.

 

How to connect to a share

Windows
Please follow the directions here for connecting from a Windows Computer.
OS X

Open the Go menu in Finder, then select Connect to Server... Optionally, you can press ⌘ K on your keyboard.
Enter the Server Address smb://main.ad.rit.edu/Shares and press the Connect button.

After negotiating with the server, you may be prompted for your user name and password.
Ensure that Registered User is selected, enter your user name in the Name field, along with your password in the Password field, then press the Connect button.

 

Additional directions can be found here for connecting from a Mac.

Note: If you are connecting from off campus, you will have to first connect to VPN (F&A users have to also use the SBL, "Start-Before Login", Module) in order to access your shares.  Instructions are located here.  The Cisco AnyConnect Secure Mobility Client should already be installed on all RIT owned Laptops.  If it is not installed, or you experience any problems, please contact the ITS Service Desk or your IT support person.

 

Recovering a deleted file or folder from a share

ITS provides a self-service method for users to restore any files or folders from our backups.  To perform a restore please follow the following directions:

If at any point, you are unsure of what to do, or have questions, please contact the ITS Service Desk for assistance.

  • Right click on the folder or share that the item you want to recover was located in and select "Properties"
  • Select the "Previous Versions" tab and you will see a window like the one below
  • Browse to the most recent date that you last knew the file or folder was there and select it in the menu
  • Click the "Open" button, this will open a new window with the contents of the backup.  (DO NOT CLICK RESTORE)
  • In the backup window, locate the exact files or folders that you need to restore.
  • Copy those files from the backup window, into the share.
Example:
  • I deleted the "O-O-Defrag.ico" file from the folder "Icons"
  • I go to the "Previous Versions" tab on the "Icons" folder and select the backup from this morning and click "Open"
  • I see the icon I deleted in the backup window, so I right click on it and select "Copy", then I right click in the Icons folder in the share and select "Paste"
  • The window on the left is the share, the window on the right is the backup window.  Notice the date of (today, January 27, 2014, 3 hours ago) in the folder path.  This means that you are viewing the backup.  Just copy the files you need restored from the backup window on the right into the share on the left.

Warning

If you see the following window, click cancel and follow the directions written above.  While it may seem that the "Restore" button is what you want to select, choosing this option will overwrite all files currently in the share with versions that were previously backup.  For example, if you restore from a backup 21 days ago, all changes made to the files since then will be lost and need to be restored from alternative backup.  It may take up to a week for us to retrieve these files from our alternative backup method.