What is XDrive and why do we need it?
In 2009, Harvard University instituted several security mandates, one of which is a secure file transfer mechanism for internal and external transfer of confidential data. At GSE, we are meeting (and in fact exceeding) this mandate by implementing XDrive. Not only does XDrive provide secure file transfer (on- and off-campus), it also provides workflows and advanced document management and tracking. With these features, XDrive helps GSE meet University security mandates while also helping the School improve and simplify many business processes.
Does XDrive work on both Macs and PCs?
Yes. XDrive works on both platforms.
Will we continue to use the other “share” drives that we’ve been using?
Yes, but we’ll be using them differently. XDrive is more secure, is accessible off-campus, and allows for collaboration with GSE affiliates and non-GSE affiliates. These features make XDrive the better option for storing and accessing your files. However, many departments have older archived content on their “share” that should be retained but not necessarily migrated over into XDrive. Keeping this older content out will make it easier to perform accurate searches and will allow all of us to store more relevant content on the XDrive server.
Important note: Databases (Access, FileMaker) cannot be stored on XDrive; these must continue to live on network share drives.
How do I control the number of email messages I receive from XDrive?
Depending on how you set your Subscription settings, XDrive could send a large volume of email notifications to you. To see all of your subscriptions, click on the “Reports and Tools” tab and adjust accordingly. For more on Subscriptions, see the page in this Knowledge Center
Can I use XDrive to store and send sensitive data?
Yes. This is what XDrive is designed to do. In order to ensure data security, you will need to be very familiar with the Permissions and Sharing options. For more, visit the page on this Knowledge Center.
What is the difference between XDrive and XDrive Web?
XDrive Web and XDrive are just two different ways to access the same files and folders content. While XDrive Web runs in your computer's browser, XDrive is installed on your computer and works like a normal folder on your computer.
When emailing a file, what’s the difference between a “link” and a “ticket”?
Both a Ticket and a Link can be used to share files and folders on XDrive.
A Link is used when you are pointing a GSE affiliate user to a file that they already have permission to access.
A Ticket is used when you are giving a non-GSE affiliate access to your files and folders. Also, tickets can be used to grant folder or file-specific access that may have an expiration date or be protected with a password that you set. A folder ticket can be thought of as a direct online link to a folder.
What is the best way to share resources and collaborate with people outside of Harvard?
Create a Ticket for the file or folder and give your collaborators “contribute” permissions.
How do I learn more about XDrive’s advanced functionality?
For extensive documentation on all XDrive functionality, see the Additional Resources page of this knowledge center.
How can I work on files when I am not connected to the Internet?
Simply download them to your computer beforehand, and when you are finished, re-upload and overwrite the version stored on XDrive.
How can I use XDrive to send sensitive data as an attachment in Outlook?
From XDrive Web you can send email by selecting the file or folder and clicking the “Email” button.
From an XDrive folder, you can right-click and select Intellitach, which will launch Outlook.
The most familiar option, however, will be to simply attach a file in email as you always do. When you click Send, a pop-up will prompt you to send as a Link, Ticket, or Regular attachment.