Fileshare is a folder stored on our internal server that allows you to save files in one place. These files can be shared among employees and students. Furthermore, you can manage the rights for who is allowed to read and allowed to edit the files in the folder. 

The Fileshares can have different paths depending on whether you use a Windows or Mac. 

The paths for Windows might look like this: 

• \\id.aau.dk\Fileshares\MappeNavn 
• \\id.aau.dk\Department\MappeNavn 
• \\id.aau.dk\Studies\MappeNavn  

For Mac, they might look like this: 

• smb://id-dc01.id.aau.dk/Fileshares/MappeNavn 
• smb://id-dc01.id.aau.dk/Department/MappeNavn 
• smb://id-dc01.id.aau.dk/Studies/MappeNavn

Be aware, that id.aau.dk and id-dc01.id.aau.dk need to be adjusted to the domain you are associated with it could e.g. //adm.aau.dk or adm-dc01.admn.aau.dk

Before you get your Fileshares created we recommended that you read the Rules for Fileshares to see what you need to be aware of.

When creating Fileshares, you need to create a case in the Serviceportal

If the Serviceportal asks for login information, enter AAU-Username and your password. 

General rules for setting up Fileshares 

• The name must not include æ-ø-å 
• The name must not exceed 32 characters 
• Spaces in the name are replaced with hyphens 
• No special characters are allowed in the name besides hyphens
• It is only possible for IT-support to give access to the main folder, and not its subfolders. So, once you gain access to the main folder you will simultaneously gain access to all subfolders 
• If you need access to an existing Fileshare, then you must send IT-support a case. The case needs to include a written approval from the closest leader, or from someone who already has access to the Fileshare. 
• If students need access to a Fileshare they need a written approval from a supervisor or study secretary  

Fileshares cannot be accessed by anyone who does not have an AAU-Username. 

Data on the Fileshares is continuosly backed up this is done as following: 

• Every hour, stored for 14 days
• Daily at midnight, stored for 60 days
• Weekly every Monday, stored for 26 weeks

You can learn more at www.security.aau.dk/dataclassification regarding the data you need to store and how to store it correctly. 

In order to restore the backup copies, it's required that a backup has been executed.

Are your fileshare missing contents on files or folder or maybe you want to replace an previous versioner you would be able to find a guide on how to do that here.

Restore a deleted file from backup

• Right-click on the folder were the deleted file was located
• Choose Restore previous versions
  • A new window will appear on your screen
  • This displays all the backup-copies that have been made of this folder. Named with date and time the backups were created
• Double-click on folder you want to restore from 
• Drag and drop the deleted file til the fileshare which i missing the file.

If you can't see any previouse versions it means that all existing backup-files are identical to this version. Thus there are no previous versions. 

Replace an existing file with an previous version

• Right-click on the file you want to change
• Choose Restore previous versions
• Choose the version you want to restore from 
• Click Restore
  • This will overwrite the previouse version of the file
• Click Restore again to overwrite eller click cancel to undo

If you can't see any previouse versions it means that all existing backup-files are identical to this version. Thus there are no previous versions. 

Restore a deleted folder from backup

• Right-click on the folder were the deleted folder was located
  • If the folder you want to restore is a topfolder, right-click on fileshare
• Choose Restore previous versions
  • This displays all the backup-copies that have been made of this folder. Named with date and time the backups were created
• Select the desired folder and click Restore

Replace an existing folder with an previous version

• Right-click on the folder were the deleted folder was located
• Choose Restore previous versions
  • This displays all the backup-copies that have been made of this folder. Named with date and time the backups were created
• Select the desired folder
• Choose Restore
  • If the original folder still exists, this will overwrite the existing folder with all its contents 
• Click Restore again to overwrite or Cancel to undo

Mac computers doesn't have a restore from previous versions, so you need to manually find the backups from the desired date. You would be able to find the backup-files thus:

• smb://xxx-dc01.xxx.aau.dk/Users/~backup
• smb://xxx-dc01.xxx.aau.dk/Fileshares/~backup
• smb://xxx-dc01.xxx.aau.dk/Department/~backup

The x may vary depending on which institue you are affiliated with.