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Share Files in Aula

  • Updated

Whether you're an educator or a student, you'll probably need to share a file like a Word document or a PDF in Aula.

Upload Directly to Aula

If you have a file saved on your computer, you can upload it directly to Aula by following these steps:

  1. Click the + button in Aula's editor.
  2. Click File > My Computer.
  3. Choose the file you want to upload from your device.
  4. Click Open. This will insert the file where you specified.
Screenshot 2024-06-25 at 06.07.59.png

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 on 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.


Use Microsoft OneDrive, Google Drive, or Dropbox

You can easily use a cloud storage drive 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 share a cloud file in Aula, follow these steps:

  1. Click the + button in Aula's editor.
  2. Click File > OneDrive, Google Drive, or Dropbox.
  3. 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 do not have permission to see files in your cloud Drive, unless you've explicitly shared 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 a 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 permissions for the file. See the section above.
  • If you post a file in the Community Feed, anyone in your space can see that you've posted it, but you need to make sure the sharing settings are correct.
  • If you post a file in a message, the other participants of that message can see that you've posted it, but you need to make sure the sharing settings are correct.
  • If you upload a file as an assignment submission, only the educators can see it, but you need to make sure the sharing settings are correct.
  • A person you've shared the file with could share it with another person. They'll only be able to see the file if the sharing permissions allow them.

Aula and your University's Code of Conduct

As part of your student contract or staff contract, you likely signed an IT Code of Conduct or an acceptable use policy. 

These agreements are there for your protection and require you to comply with local and federal laws and university policy. Most agreements include a clause that forbids unauthorised sharing of files (without someone's permission). 
When sharing files online, keep these policies in mind. If someone shares a file with only you, you shouldn't share the file with another person unless you ask permission first.

Violating these policies may result in disciplinary action from your university.

GDPR

GDPR is a data protection law that protects the personal data of people living in the EU* (check official website). GDPR and data security are similar topics and are often talked about together. However, GDPR does not apply to file sharing in general. It does apply if the files you share contain personal data.

The following examples might help you understand when GDPR applies and will help you share your files securely:

  • A file contains lecture materials about soil classifications in the UK. This includes guides and documentation from LandIS and other government agencies, but you developed the content yourself. GDPR does not apply to this file, because it does not contain personal data.
  • You have an Excel sheet with student names and phone numbers in order to organize an experiment off-campus. GDPR does apply to this file because it contains personal data.

*Since the GDPR was enacted before the UK's withdrawal from the EU, it is still considered a valid UK law. 

 

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