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Why you should use Spaces – and now they differ from classic sharing

The problem with classic sharing​

Let’s take a simple example​

  • Alan creates a folder called "Project" and shares it with several Persons

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  • Later, Alan leaves the organization

  • As Alan's account is deleted, some shared folder disappears

  • User loses access to some folders and their content

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This scenario highlights several risks​

  • Potential data loss when the original owner leaves
  • Project data counts toward personal quotas, which is not ideal for teamwork
  • Administrative overhead when ownership needs to be transferred
  • Spaghetti sharing chaos – users get lost in their "Shared with me" or "Shared with others" sections

The Benefits of Using Spaces​

Spaces are designed to overcome these limitations and provide a more stable, team-friendly solution

  • Organization-owned: Spaces belong to the organization, not individuals.

  • Collaborative management: Multiple users can manage a Space together.

  • Dedicated quota: Each Space has its own storage limit, separate from personal quotas.

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Spaces make collaboration simpler, safer, and more scalable — especially in professional environments.