Whether you’re an educator or a student, you may need to share files—such as Word documents or PDFs—in Aula.
- Upload Directly to Aula
- Share Files Using Cloud Storage (OneDrive, Google Drive, Dropbox)
- Aula and Your University's Code of Conduct
- GDPR and Personal Data
Upload Directly to Aula
If you have a file saved on your computer, you can upload it directly to Aula by following these steps:
- Click the + button in Aula's editor.
- Click File > My Computer.
- Choose the file you want to upload from your device.
- Click Open. This will insert the file where you specified.
Note
- A variety of file types can be uploaded from your computer.
- The maximum file size limit per document is 1GB.
Who Can See the Files in Aula
- Files posted in the Community Feed or Materials can be seen by all the space participants.
- Files sent in a Message can only be seen by the participants added to that conversation.
- Files submitted on an assignment can only be seen by the space educators.
Files uploaded to Aula are securely stored in Aula's cloud storage, which is hosted in the EU/EEA. These files are not published on a public web page.
When the file is uploaded, a complex, obfuscated link is created to the file and the link is shared with the target audience. The links can't be guessed by a human or even a very powerful computer. However, you should be aware that any individual who has the link -whether they were the person uploading the file, or if they received it in the Community Feed or Message- could then choose to share that link with someone else. This would be a conscious act and is conceptually the same as receiving a file by email attachment and then choosing to share it with someone else.
If you didn't give them permission to do that, this act typically violates your university's IT code of conduct and is not allowed. Take into account that some bad actors can still break the rules.
Share Files Using Cloud Storage (OneDrive, Google Drive, Dropbox)
You can easily use a cloud storage like OneDrive, Google Drive, or Dropbox with Aula. The benefit of using a tool like OneDrive is that you don't have to worry about losing your work, as it's stored in your university's cloud storage account. You can also access these files from any device through your OneDrive account.
To upload a cloud file in Aula, follow these steps:
- Click the + button in Aula's editor.
- Click File > OneDrive, Google Drive, or Dropbox.
- If it's your first time uploading a cloud document, you'll be asked for consent to use that cloud provider with Aula. This gives the Aula application permission to display your cloud file in Aula.
Note
When sharing a file using cloud storage, other users won’t be able to view it unless you’ve explicitly shared access with them.
Cloud File Permissions
As the owner of a cloud file, you have more settings when it comes to granting permission to see the file. You can share it with specific people, or you can make the file public so anyone with the link can see it. Depending on the service you use, you may also be able to prevent printing or copies of the file from being made. These depend on the service and can be found in the following documentation.
🔗 OneDrive file sharing and permissions
🔗 Google Drive file sharing and permissions
🔗 Dropbox file sharing and permissions
Who Can See the Files in Aula
You can control granular sharing permissions for the file — see the section above.
When you share a cloud storage link in Aula, people may be able to see the link even if they don’t have permission to access the file. Make sure your sharing settings are configured correctly:
Community Feed: Everyone in the space can see your post, but only users with access permissions will be able to open the file.
Messages: Participants in the message can see the link, but only users with access permissions will be able to open the file.
Assignment submissions: Educators can see the submission, but they will only be able to access the linked file if the sharing settings allow it.
Please note that someone you’ve shared the file with may be able to share it with others, depending on your sharing permissions. Any additional viewers will only be able to access the file if the sharing settings allow it.
Aula and your University's Code of Conduct
As part of your student or staff contract, you may have agreed to an IT Code of Conduct or Acceptable Use Policy.
These agreements are designed to protect you and your institution. They typically require you to comply with local and federal laws, as well as your university’s policies. Most also include clauses that prohibit the unauthorised sharing of files without the permission of the file owner.
When sharing files online, keep these policies in mind. If someone shares a file with you privately, you should not forward or share it with others unless you have their permission.
Failure to comply with these policies may result in disciplinary action from your university.
GDPR and Personal Data
The General Data Protection Regulation (GDPR) is a data protection law that safeguards the personal data of individuals living in the EU.* GDPR and data security are closely related and often discussed together. However, GDPR does not apply to file sharing in general — it only applies when the files you share contain personal data.
The examples below illustrate when GDPR does and does not apply:
GDPR does not apply: A file containing lecture materials about soil classifications in the UK, including guides and documentation from LandIS and other government agencies, where the content has been developed by you and does not include personal data.
GDPR does apply: An Excel spreadsheet containing student names and phone numbers used to organise an off-campus experiment, as it includes personal data.
*Although GDPR was enacted before the UK’s withdrawal from the EU, it remains part of UK law (UK GDPR).