This article guides you on requesting access and accessing a Shared Resource Filestore (“J:Drive” or "M:Drive", for example).

Introduction

The shared Resource Filestore (known also as "J: Drive”) is a legacy filestore used for storing all work-related files and data shared with Faculties, Academic Units or departments.

To know more about the shared Resource Filestore and how it works, please read the knowledge base article Storing files using OneDrive, Teams, SharePoint, or Research Data.

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Requesting access to the Resource Filestore

Who can access

Staff and Postgraduate Research Students (PGRs) only can usually access shared Resource Filestores or Research Filestores.

Undergrad students (UGs) or Postgraduate Thought Students (PGTs) do not have direct access.

If they need access, then their tutor must:

• submit a request to Serviceline on their behalf
• give a reason for the requirement

Access by generic accounts is not permitted and requests for access will be rejected.

Requesting access to a shared Resource Filestore

If you need to request the granting or removal of access to a Filestore folder, use the  “Filestore Access” form.

You will require the following information:

• The path to the folder – this would appear as J:Drive\ department name \ folder name or similar. Please ensure that you copy this correctly
• If you are a PGR, the name of the person that is providing you with the authority to access this folder – this is the Approver (you may wish to inform them that you require their approval for this request) – for staff, this information is already known
• Whether you are requiring one of the following options:
  • Full Read and write access
  • Just the ability to view files (Read Only)
  • Revoke access to the folder (or folders).

Ask the approver directly if you are unsure of this.

What’s next

Once you Submit the form:

• The Approver receives an email requesting authorisation
• Once authorised, the request is then processed
• You will receive three emails – one to state that the request has been created, a second that shows to whom it has been assigned (once approved) and a final message letting you know that the request has been fulfilled

If the approver does not confirm within seven working days, the request will be cancelled; you will be informed via email. If access is still required, a new request will need to be submitted.

A note about shared Research Filestore

Research data will typically be stored, managed, and shared during a project.

While you may store research data with collaborators or on specialist platforms during your work, it is recommended that you store copies of your data on the Universities Research Filestore to ensure against data loss.

To request new or additional Research Filestore storage, or to request access to an existing Research Filestore, please use the “Research Filestore Request Form”.

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Accessing a Resource Filestore for the first time

If you are trying to access a Resource Filestore (J:Drive or M:Drive, for example) on a new device for the first time, you will need to add it first. You can request the granting or removal of access to a Filestore folder using the "Filestore Access Form".

If you are away from campus, you will need to be connected to Global Protect Virtual Private Network (VPN).

Windows users

Instructions for Windows 11 users

1. Select the File Explorer icon from the taskbar

 

2. Right-click the This PC icon from the menu on the left

 

3. From the new menu, select the option Map network drive...

 

4. The "Map Network Drive" screen will appear. Please select the network drive letter from drop down (for example, "J"):

5. Enter network location into Filepath: \\soton.ac.uk\resource\

6. Tick the option Reconnect at sign-in so that the filestore stays mapped

7. Select the Finish button.

It will appear a new window with a list of folders: open the folder of your faculty or department

8. You will see this filestore listed within the This PC - section Network locations

 

 

Instructions for Windows 10 users

1. From the Windows Start Menu type "This PC". It will appear a new window

2. Select the Map network drive icon and then Map network drive again from the drop-down menu

3. The "Map Network Drive" screen will appear. Please select the network drive letter from drop down (for example, "J"):

4. Enter network location into Filepath: \\soton.ac.uk\resource\

5. Tick the option Reconnect at sign-in so that the filestore stays mapped

6. Select the Finish button.

It will appear a new window with a list of folders: open the folder of your faculty or department

Once added, the J:Drive should stay as a mapped drive within File Explorer.

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macOS users

1. Select the desktop background to produce the Finder toolbar along the top:

2. Select Go and then Connect to Server

3. Enter server address as: smb://soton.ac.uk/resource/ 

4. Then select Connect. It will appear a new window with a list of folders: open the folder of your faculty or department

Once connected to the server, you will see a new icon under the Locations list:

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Linux users

How to mount your home directory using the SSHFS Protocol

1. sudo apt-get install sshfs

2. mkdir ~/sshfs

3. sshfs rjs1g17@ssh.soton.ac.uk:/home/rjs1g17 ~/sshfs

 

Mount Resources or Filestore Location

1. Enter: sudo apt-get install cifs-utils

2. To mount the drive on the command line they will need to first make a mount point (using UGLabs as an example: mkdir ~/UGLabs)

3. Mount the data area (the folder has a space in the name, it so it is probably best to mount it at one level up):
sudo mount -t cifs -o username=,domain=soton.ac.uk
For example: //soton.ac.uk/Resource/PhysicsandAstronomy/UGLabs/Courses/ ~/UGLabs/

4. To unmount use (cd away from UGLabs folder first): sudo umount ~/UGLabs

 

Using Caja

Caja is the default file manager for the MATE Desktop Environment.

It makes it easy to manage, manipulate, and customize files and directories. Caja can access local and remote filesystems such as SSH, FTP, and WebDav (HTTP/HTTPS). See below for examples of usage:

1. Connect to your own folder on filestore:

2. Connecting to UDE/PersonalFile/Users:

Both of the above examples create a “Bookmark” named H:Drive and Z:Drive. Linux does not use drive letters in the same way that Windows does, but by creating appropriately-named H:DRIVE and Z:DRIVE it can prove useful for customers that are beginners in Linux, or those more familiar with a Windows environment.

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Accessing a Resource Filestore from your own Windows computer

If you need to use your own Windows computer (not a university-owned machine) to access a shared Resource Filestore, you need to:

1. Add your Windows credentials 
2. Map the network drive 
3. Open the filestore from Windows Explorer

Step 1 and 2 are required only the first time you access a shared resource filestore.

Please note: if you are away from campus, you will need to be connected to Global Protect Virtual Private Network (VPN).

Step 1 - Add your Windows credentials

1. Type  "Windows Credentials" into Windows' Search field

2.  Open Windows Credentials

3. Select the link "Add a Windows credential"

4. Add the network and your credentials as follow:

• Internet or network address: \\soton.ac.uk\resource
• Username: your university username (for example: ab1c23)
• Password: your university password

5. Select the button OK

Step 2 - Map the network drive

Once added your Windows credentials, you can map the network drive as described in the section "Accessing a Resource Filestore for the first time".

Step 3 - Access the filestore 

1. Open File Explorer

2. Connect to the university VPN 

3. Select the icon "This PC"

4. Double-click the icon related to filestore 

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Related content

Filestore Access Form - Request the granting or removal of access to a Filestore folder

Research Filestore Request Form - Request new or additional Research Filestore storage

Storing files using OneDrive, Teams, SharePoint, or Research Data

How to set up the Virtual Private Network (VPN) via GlobalProtect

How to connect your laptop to eduroam Wi-Fi service

How to connect mobiles and tablets to eduroam Wi-Fi service