OxFile help

General help

User types

Oxfile recognises 3 types of users: Oxford users are members of the University (staff and students), and have a username issued by IT Services (also known as the SSO username); associates of the University who have an SSO username, but are not members, together with non-Oxford users do not have an Oxford username, but can still use the Oxfile service and have their email address stored within it; anonymous users are a special type of external user - the owner of a folder can choose to share a special URL with users whose email address is not stored within Oxfile

File types and copyright

Folders on the Oxfile service are created by members of the University, who own their folders. Folder owners are responsible for the content of files in their folders and must ensure that they comply with University policy, and copyright holders' terms and conditions.

File uploads and downloads

Oxfile supports file uploads and downloads over HTTPS. Typically you will use a web browser to upload and download The use of other clients for uploading and downloading over HTTPS may work (e.g. scripts), but this is not supported.

File size

Oxfile is intended to facilitate the sharing of large and small files. File which are Gigabytes in size are supported by the service. Success in uploading and downloading large files depends on the quality (and to a lesser extent the speed) of your connection. Interruptions in the connection may result in a download or upload that cannot be resumed.

The size of individual files is limited to 25Gb, and the size of a single folder to 40Gb. Please note that not all browsers appear to be capable of uploading large files. Our tests suggest that Microsoft Internet Explorer and Mozilla Firefox are unable to upload files larger than 2Gb. We have seen good results with Google Chrome and Opera (although warnings that the page is unresponsive appear in both). Safari appears to work sometimes, most reliably on the non-JavaScript upload.

JavaScript

Oxfile makes use of JavaScript in order to provide functionality such as unattended multiple file uploads. If your browser does not support JavaScript, alternative pages which do not use scripting are provided - access these through the no-script link on the Oxfile home page.

Folder and file expiry

All files are contained within folders, and each folder has an expiry date. This is to prevent the Oxfile service becoming overloaded with out-of-date files. Once a folder expires, all files contained within that folder are deleted. Metadata, including details of the folder, users it was shared with and file upload/download activity, is retained and can be viewed in the Oxfile service.

Help for Oxford users

Set up and manage folders for sending files to other people

You should use this type of folder if you have files which you want to send to other users. These users could be Oxford or non-Oxford users.

  • Folder title a descriptive name for your folder which will be visible to users sharing the folder
  • Files add files from you local computer to the list of files and upload them. Once uploaded they will appear in a list below the upload box
  • People sharing this folder add email addresses of people to whom you are sending files. For Oxford users you can type a surname or username and a list of possible matches will appear (JavaScript version only), click an entry from the list to select it.
  • Message to include in email sent to folder users by default, a message with details of how to access the folder will be sent to users when the folder is activated. Anything entered here will be included in the email message.

Advanced properties can be set by clicking the Advanced options bar

  • Available from the date from which the folder will be available, can be set up to 30 days in the future
  • Active for (days) the number of days after the start date during which the folder should be available. Maximum 30 days
  • Notify users listed above whether users should be sent an email by the Oxfile service with details of how to access the folder. If this is not ticked the only way other users will be able to access the folder is through anonymous access and you will need to provide them with the URL to visit.
  • Notify me when files are downloaded whether you wish to receive email notifications when files are downloaded
  • Enable anonymous access whether you wish to allow anonymous access to the folder. This is available even if no users have been added to the Share with list. Once this box if ticked and the folder saved, you should revisit the folder to see the URL to use for anonymous access appear below this field.

Set up and manage folders for non-Oxford users to send you files

You should use this type of folder if you wish that a non-oxford user should be able to send files to you. Only one such user can be added, and the email address cannot be an Oxford address.

  • Folder title a descriptive name for your folder which will be visible to users sharing the folder
  • Files When files are available for download, you can download them here
  • People sharing this folder add external email addresses of the person who will be uploading files. Oxford users cannot be added, and only one external user can be added
  • Message to include in email sent to folder users by default, a message with details of how to access the folder will be sent to the user when the folder is activated. Anything entered here will be included in the email message.

Download files which other people are sending to you

For convenience, where other Oxford users have created folders to share files with you and these folders are active, all file downloads available to you are grouped into a single list.

Advanced properties can be set by clicking the Advanced options bar

  • Available from the date from which the folder will be available, can be set up to 30 days in the future
  • Active for (days) the number of days after the start date during which the folder should be available. Maximum 30 days
  • Notify users listed above whether users should be sent an email by the Oxfile service with details of how to access the folder. If this is not ticked the only way other users will be able to access the folder is through anonymous access and you will need to provide them with the URL to visit.
  • Notify me when files are downloaded whether you wish to receive email notifications when files are downloaded
  • Enable anonymous access whether you wish to allow anonymous access to the folder. This is available even if no users have been added to the Share with list. Once this box if ticked and the folder saved, you should revisit the folder to see the URL to use for anonymous access appear below this field.

Help for non-Oxford Users

Non-Oxford users cannot create folders, but can download and upload files from and to folders which have been shared with them.

If you do not have an Oxford University username and password, and an Oxford user is sharing files with you, you will need a special web address to upload or download files. This address will normally be emailed to you by the Oxfile service, but in some cases the Oxford User may prefer to give you the address by another means. If you do not have the address then please contact the Oxford User who is sharing files with you.

Cookie policy

Oxfile uses session cookies to identify you to the server as you use the service. These cookies are deleted by your browser when it is closed.

Delegated access

Oxfile supports a form of delegated access which allow users to specify other users as delegates. This allows other users to see the files in the folder, but not, as may be expected, to have the same level of access as the owner. This will be considered for implementation at a future date.

Frequently asked questions

Please see the service FAQ.

Further help

Help is available from the OUCS help centre

Other links

Oxfile Service Level Description

No script version