This feature is in RUN as of Monday, April 22, 2024
Through DISCO’s in-app production sharing feature, users can share productions directly from the application via a download link. There is no longer any need to download files and re-upload them to an FTP site in order to securely transmit productions. Together with sharing via SFTP, users have more options than ever to deliver productions of all sizes.
More information on Production Sharing via SFTP can be found here.
Sharing a production from DISCO
Production Sharing is accessible from the Productions page, and each completed production card now includes sharing options.
Clicking the share production button will open a new window where users can enter a unique name for the share link they are about to create, as well as determine the number of days the link will remain active. Access expires on the expiration date at 11:59 PM in the timezone of the database. Deciding to expire the connection in 0 days sets the credentials as active until 11:59 PM of the current day. The expiration date can be set at a maximum of 30 days from the date of the link’s creation and can be expired early at any point.
Once the link has been created, it is important to copy down the provided passphrase. For security reasons, this is the only time the passphrase will be shown. If the passphrase is misplaced, the share link should be revoked and a new one created. If you wish to generate a different password for your shared production, you will also need to create a new share link.
Link details are provided in a message template to easily communicate information with recipients. The passphrase is not included in this message template and will need to be shared separately. To access the production, a recipient will need a link to the shared production and the passphrase, which can be copied and shared through your preferred method of communication.
When a production is shared, users will also have the option to download the production via SFTP. SFTP details are provided below the download link information, and the passphrase is shared between the download link and SFTP access.
REMINDER: you will have access to the link and SFTP information again later – but not the passphrase.
Accessing a shared production
To access a shared production through a download link, enter the provided link in your preferred internet browser. The link will take you to a production delivery landing page, which displays the production you are attempting to download and when the shared production link will expire. Enter your first name, last name, email address, and the sharing passphrase that was generated when you created the link.
Once you have entered your credentials, click “Download Production.” If you entered the correct passphrase and the production is ready for download, you will be taken to a success page. Here, your download will begin automatically. Please note that it may take several minutes for your download to complete; do not refresh or exit the page while your download is in progress.
You can track the progress of your download in the downloads section of your browser. In Chrome, for example, once you begin a download, an arrow icon surrounded by a progress circle will appear in the top right corner of your browser. By clicking on this icon, you can view a list of your recent downloads and track the progress of any current downloads. You can also open a list of recent downloads by clicking ctrl + j. These instructions in Chrome are given for example only; the instructions for viewing recent downloads will vary based on your browser.
By default, your download will likely be directed to your downloads folder on your local device. The destination of the download is controlled by your internet browser. If you wish to download to a different location, you will need to configure this setting in your browser. In Chrome, for example, you can change the download location using the following steps:
These instructions in Chrome are given for example only; the instructions for changing your download location will vary based on your browser.
If you attempt to access a production link using an incorrect URL, or if the share link has expired, you will be taken to a file not found page.
Depending on the size of your production, it may take several minutes to prepare your files for download. Productions of 10 GBs or less should be ready for download within approximately 30 seconds, productions of 100 GBs or less should be ready within approximately 5 minutes, and productions of 500 GBs or less should be ready within approximately 30 minutes. If you attempt to download a production before it is ready, you will also be taken to the file not found page. In this case, please check back later. We recommend contacting discodesk@csdisco.com to share very large files to ensure that limitations such as the recipient's browser performance don't interfere with the sharing of the file.
Managing a share link
After a link has been created, it can be managed from the Share links section on the Production card.
This will open a window that allows you to see a list of all the share links that have been created for a given production. Each active share link will give you the option to see the link details or to “expire the link now.” Expiring the link now will set the expiration date to the current date and time.
You will not be able to delete a production with active share links. To delete a production, expire all active share links first.
Access information
Successful access to a shared production is logged in the application to record who has accessed a given production and when. From the Productions card, click the cog icon to see your share links.
A pop-up window will show you all of the currently active and previously expired share links, along with their expiration date and how many times each link has been accessed. You can expand a row to view more detailed information.
The details section will show you who created the share link and when. It will also show you who expired the link, if applicable.
The download activity section will show when a user was successfully able to authenticate a connection using the provided credentials for the shared production. If the user accessed the shared production through direct download, the log will include the first name, last name, and email provided by the user when downloading the production.
Note: The access logs do not indicate whether or not a user downloaded the production file itself, only that they were able to gain access to the file.
For security reasons, access will automatically be revoked after 3 failed access attempts. Should this occur, the status of the link will become “Expired” and “Expired by” will indicate “Failed access attempts.” Access cannot be restored once a link is expired. New credentials will need to be generated to reestablish access.
For a full access log that includes unsuccessful access attempts, please reach out to discodesk@csdisco.com with the name of the database, production name, and the unique share link name.
For more information on how to run productions in DISCO Ediscovery, please refer to this article.