ShareFile Folder Invitations


How can I invite users to sign up for access to a folder on my account?

In order to create or edit a Folder Invite, you must have the Admin permission on the folder you wish to link.

  1. Navigate to the folder you wish to invite recipients to
  2. Access the More Options menu beside the folder name.
  3. Click Create (or Edit) Folder Invite.

Customize the options outlined below.

If you lose your link, you can return to it any time using the above steps.

Title – Shown to the client when they receive the invitation.

Description – Note displayed to client when they receive the presentation. This field can be a maximum of 100 characters.

Max Sign-Ups – Maximum number of times a unique client can use the invitation to sign up for an account.

Link Expires In – Duration of time the Folder Invite link is can be used to sign up for an account.

Notify Folder Admins when invitees sign up – Track which users use the links to sign up for an account.

Folder Access Permissions – Permissions the users will have on the folder once they have signed in.

When you click Create Invitation, a link will be displayed. You may copy this link and paste it wherever you need.

FAQ

If I create a folder invite at a root-level folder, will the user permissions also apply to subfolders in that directory?

Yes. If you do not wish for permissions to be carried into subfolders, you must manage those user permissions on a folder by folder basis.


What will my clients see when they click on the invitation link?

When your clients click on the invitation link, a page will open requesting their name, email address, and company name. If the user has never logged in before, the system will recognize this based on their email address and prompt them to choose a password in a second sign-up screen. If they’re already a user on the account, they will be prompted to enter their ShareFile credentials.

Once the users have signed in, they will be able to see the folder screen with the appropriate permissions.

Can I change the settings on a folder invitation link that I have already sent?

If you would like to edit the settings on an existing invitation link, you can return to it any time using the above steps. under More Options.


The total count of users who have accepted your invitation to access the folder will be listed directly below the Edit Folder Invitation link in the More Options menu. You may also expire the link if it is no longer needed.

Users will not be notified if a Folder Invitation is modified.

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File Retention Policy

Overview

The File Retention Policy determines how long files are retained in a specific folder. You can set a default file retention policy for all newly created folders if you are an administrator for the account. To set a policy, click into the root level folder you would like to set the policy on. You have the option to have files deleted 1 day, 7 days, 14 days, 30 days, 60 days, 90 days, 6 months, 1 year or 2 years after they are uploaded.

This applies to all files in the root level folder, as well as all files within the subfolders.

Account-wide default settings can be configured by an account Admin in the Advanced Preferences menu. When changing the account-wide setting, the new setting will only apply to newly created folders and not previous folders in your account.

Retention Policy FAQ

Will I be notified before my policy deletes my files?

Before files or folders are removed, a warning message is shown in the following locations:

User-added image
User-added image

If you set both a folder expiration date and a file retention policy, the most restrictive policy will take effect.

For example, if the folder expiration date is set to one week from today’s date and the file retention policy is set to 30 days then the folders and all its contents will be deleted under the one week policy.

When moving files and folders, they will inherit the new parent/root level folder’s policy.

For example, if you move a file from your File Box into a folder with a retention policy of 90 days, then the file will inherit a expiration date of 90 days from its uploaded date.

When setting a new policy or changing a policy on an existing folder there will be an automatic 7 day warning.

For example, if you uploaded a file six months ago and today set a file retention policy for 30 days, then the file will be set to delete in 7 days to avoid any accidental deletions.

Will the File Retention Policy delete all subfolders?

No – the files contained within the folders will be removed, but the empty folder will remain. To have folders automatically removed, try using a Folder Expiration Date lower down in this article.

What happens to files removed by retention policy?

Files deleted by retention policy stay in recycle bin as per the account policy. It can take up to 48 hours for items to show up in Recycle Bin.

It is possible to customize the retention policy of the Personal Folders section of your account via the Edit Folder Options link. Any changes made to the File Retention policy of your Personal Folders will supersede account-wide File Retention policy settings. If you do not want your users to have this ability, please contact ShareFile Customer Support to have this setting disabled.

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How to Create a Folder and Modify Folder Options

Create a folder to organize the files stored on your account. You have granular control of who can access files stored in a given folder, including the ability to control download and upload permissions.

If you’re looking for information on Folder Options, click here.

Permission Requirements

In order to create a subfolder, you must have upload permissions in the parent folder. To create a folder:

  1. Access the green Action Button and select Create Folder.
  2. Enter a folder name, description (optional) and a drop-down menu to add users.
  3. If you would like to allow other users to access this folder with specific permissions, click the checkbox for Add People to Folder. Leave this box unchecked if you do not wish to add users at this time, or if you plan to add users at a later date.
  4. ShareFile does not allow you to have duplicate folder names on the root of the account or in the same parent folder.
  5. Click Create Folder.
  6. To create a subfolder, repeat the above steps. If you wish to create another folder at the same level as the previous folder, you will need to navigate back to the original folder and repeat these steps.
User-added image

Share Your Folder with Others

Click here for information on how to share your folder with other users.


Create Folders in Bulk

The Bulk Folder Upload is designed for customers who want each of their clients to have their own folder within their account. The Bulk Folder Upload will add your client users to your ShareFile account, provide them with login information, and create folders for each client to access.

Click here to download the Bulk Folder Upload template. Please enter the following information in the provided columns:

  1. EmailAddress
  2. FirstName
  3. LastName
  4. Company
  5. Password (if left blank, the client will receive a randomly generated password)
  6. FolderName

When filling out the spreadsheet do not change the spreadsheet name or any of the column titles. This will cause an error in the upload.

Send the completed spreadsheet to ShareFile Customer Support with the following information:

  • Which root-level folder the new client folders will be created under
  • Who will be the Owner of the new Folders (either you or another Employee)
  • Which permissions and settings the client users should have. These include:
    • Ability to change their passwords
    • Add the user to the company Shared Address Book
    • Users can download from their folders
    • Users can upload from their folders
    • Can delete
    • Users are Folder Administrators
    • Users can receive download notifications
    • Users can receive upload notifications


You will also need to let ShareFile Customer Care know if the Welcome Email should be customized and if you want this sent out to all your new users at one time. Alternatively, you may send out the Welcome Email manually through the Manage Users link in your account.

You may submit the above request directly by clicking here: https://www.sharefile.com/support

Folder Creator vs Folder Owner

When a folder is created by a user, the creator will be listed as the Creator of the folder when viewing the folder as an individual item. Once you have navigated within that folder, you can view the current folder owner in the Folder Access pane at the bottom of the page. If a user created a folder, but has been removed from the account, that user will still be listed as the Folder Creator. However, Folder Owner will be changed when the deleted user’s folders and files have been reassigned to another user.

(The Creator Column denotes the original folder creator)

User-added image

(The current owner of the folder is denoted in the Folder Access pane)

User-added image



Available Folder Options

Folder Options can be accessed in the More Options menu when viewing a folder.




File Retention Policy

The File Retention Policy determines how long files are retained in a specific folder. You can set a default file retention policy for all newly created folders if you are an administrator for the account. To set a policy, click into the root level folder you would like to set the policy on. You have the option to have files deleted 1 day, 7 days, 14 days, 30 days, 60 days, 90 days, 6 months, 1 year or 2 years after they are uploaded.

This applies to all files in the root level folder, as well as all files within the subfolders.

Account-wide default settings can be configured by an account Admin in the Advanced Preferences menu. When changing the account-wide setting, the new setting will only apply to newly created folders and not previous folders in your account.

Will I be notified before my policy deletes my files?

Before files or folders are removed, a warning message is shown in the following locations:

User-added image
User-added image

Retention Policy FAQ

If you set both a folder expiration date and a file retention policy, the most restrictive policy will take effect.

For example, if the folder expiration date is set to one week from today’s date and the file retention policy is set to 30 days then the folders and all its contents will be deleted under the one week policy.

When moving files and folders, they will inherit the new parent/root level folder’s policy.

For example, if you move a file from your File Box into a folder with a retention policy of 90 days, then the file will inherit a expiration date of 90 days from its uploaded date.

When setting a new policy or changing a policy on an existing folder there will be an automatic 7 day warning.

For example, if you uploaded a file six months ago and today set a file retention policy for 30 days, then the file will be set to delete in 7 days to avoid any accidental deletions.

Will the File Retention Policy delete all subfolders?

No – the files contained within the folders will be removed, but the empty folder will remain. To have folders automatically removed, try using a Folder Expiration Date lower down in this article.

What happens to files removed by retention policy?

Files deleted by retention policy stay in recycle bin as per the account policy. It can take up to 48 hours for items to show up in Recycle Bin.

It is possible to customize the retention policy of the Personal Folders section of your account via the Edit Folder Options link. Any changes made to the File Retention policy of your Personal Folders will supersede account-wide File Retention policy settings. If you do not want your users to have this ability, please contact ShareFile Customer Support to have this setting disabled.



Folder Expiration Date

Items deleted via Expiration Policy cannot be restored from the Recycle Bin. To set a specific date on which a folder and all files contained within it are deleted:

  1. Access the folder you wish to delete.
  2. Access More Options beside the folder name and select Advanced Folder Settings.
  3. Under Folder Expiration Date, use the calendar or date format to specify the expiration date.
  4. Save.



Sort Files in a Folder

Files can be sorted by clicking on any header within the folder. The options are by Title, Mb, Uploaded date, or Creator. Folder Admins can change the default sort order in the Advanced Folder Options menu. Account Administrators can set account-wide sorting defaults in the Admin Settings section of their account, in Advanced Preferences.

Related:

Folder Structures – Best Practices at the Root Level Folder

Quick Jump (click one!)

Who will be creating the structure? Who will need access? Personal Folders Advanced Folder Settings Limitations Tips and Full Guide

Who will be creating the structure?

The ability to create root level folders is dictated by the employee permission ‘Create root-level folders.’ This permission is not for Admin users only. Employees with this permission will be able to create root level folders. To allocate this permission to an existing employee, navigate to ‘People’ -> ‘Manage Employees’ -> Select a user’s profile -> Allocate permissions at the bottom of the screen under ‘User Access’.

If a user is granted upload rights on a folder, they will have the ability to create subfolders within that folder.

TIP! If you are using the ShareFile User Management Tool to provision users directly from AD, you can allocate the ‘Create root-level folders’ permission to users at the time of group rule creation.

Who will need access?

Understanding who will be accessing the data in a folder structure is extremely important to the planning process. ShareFile allows for sharing folder access with both internal (employees) and external (clients) users. To share a folder with a user, you will need to be an admin user on the folder, or the creator. Simply navigate to that folder location > Select the ‘People on this Folder’ tab > ‘Add People to Folder’ > Select the user and assign permissions > ‘Add’. Click here for more info on how to Add People to a Folder.

TIP! You can add users to a folder in bulk by utilizing distribution groups.

Personal Folders

Personal Folders are automatically created for each Employee User at the time of provisioning. The user should reserve this location for private use and any folders in this location should not be shared with other users. Any folders that are going to be shared should be created or moved to the ‘Shared Folders’ area. By default, employees have the ability to upload and download files from this folder. They also will be able to create subfolders and add other users to those subfolders with desired permissions. Click here for more info on ShareFile Personal Folders.

TIP! As an Admin, you can always view an employee’s Personal Folder to ensure they are adhering to best practices and internal standards. This can be done by navigating to:

‘People’ -> Manage Employees -> Select Profile -> ‘View folders and activity logs’ -> ‘Access Personal Folder’

Advanced Folder Settings

As a ShareFile Admin, you have the ability to set account-wide folder defaults within the Admin Settings console. These settings will be applied to any net new root-level folders that are created within your account. However, Advanced Folder Settings allows folder Admins to override these defaults to apply custom policies on a per root-level folder basis. Click here for more info on how to Create a Folder & Advanced Folder Options.

TIP! By default, a user given Admin rights at the root-folder level has the ability to adjust the retention policy on that folder (and therefore all subfolders beneath). However, ShareFile offers a setting that can be enabled by Citrix Support that only allows employee users with ‘Modify account-wide settings’ to adjust folder retention policies via Advanced Folder Settings.
Limitations

Although ShareFile does not provide defined parameters regarding folder size, depth, or number of items allowed, the following best practices will ensure optimal performance.

File Path Limit

ShareFile recommends adhering to Microsoft File Path limitations by avoiding path names that exceed 250 characters. Shorten paths by renaming folders and files or moving deep lying folders higher up the tree. This is extremely pertinent if you are planning on deploying the ShareFile Sync for Windows application.

Horizontal not Vertical

As mentioned earlier, it is best practice to keep your folder structure spread wide at either the root level or the second level down. This will prevent a narrow, deep structure from evolving that can cause a poor user experience and strain the ShareFile system. These changes can help to disburse items and prevent a folder from hitting the upper limits. This is linked to the number of calls required when adjusting folder settings, user access, and account wide policies. Furthermore, users will lose productivity if they’re required to click through a deep folder tree to access documents.

File Versioning

Adjust your file versioning to only keep the last 25 or less files. This can be adjusted from the Admin Settings under Advanced Preferences > File Settings.

Limit items in each folder

ShareFile folders should not contain more than 5,000 items within an individual folder or sub-folders. An “item” includes any elements within a folder. This includes files, folders, additional versions of files, and notes. Additionally, items in the recycle bin from the affected folder before emptied are included in the overall item count. When a folder reaches or exceeds this limitation, the consequences can be detrimental to the account and explicitly the folder in question.

The impacts could include:

  • Inability to upload documents.
  • Slow or inaccessible folder operations such as browse, copy, move, delete, and restore.
  • Time-outs in Web application
  • Inability to temporarily access particular folder
  • Temporary account lock out.

If you are currently experiencing these issues or are approaching these folder limits, please contact support for assistance.

Folder Size

ShareFile folders should not contain more than 10GB of data. Exceeding this limit will result to slow folder operation like copy/move/delete/restore.

Tips:


Complete Folder Structure Best Practices Document

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Active Directory Login is Unavailable After Upgrade to Data Loss Prevention 15.5 MP1

I do not need a solution (just sharing information)

It looks like a regression bug like what was in 15.0 to 15.0 MP1  when it replaced the Kerberos Authentication “springSecurityContext.xml” with the default forms based template (REF https://support.symantec.com/en_US/article.TECH248556.embed.html ).

If you have not started this update, then make sure you backup the following folder in addition to best practice EnforceReinstallationResources.zip etc. Program FilesSymantecDataLossPreventionEnforceServer15.5ProtecttomcatwebappsProtectManagerWEB-INF

However, if you did not backup this file previously (since the MP patches no longer do their own auto-archive of the directory structure), you will need to perorm the following to be able to log in with AD Authenticated accounts again:

  1. Go into the following folder: Program FilesSymantecDataLossPreventionEnforceServer15.5ProtecttomcatwebappsProtectManagersecuritytemplate
  2. Grab and edit springSecurityContext-Kerberos.xml
  3. Replace <property name=”krbConfLocation” value=”C:SymantecDLPProtectconfigkrb5.ini”/> with the current location of your krb5.ini file (presumably Program FilesSymantecDataLossPreventionEnforceServer15.5Protectconfigkrb5.ini)
  4. Rename springSecurityContext-Kerberos.xml to springSecurityContext.xml
  5. Copy and overwrite the file in the following folder: Program FilesSymantecDataLossPreventionEnforceServer15.5ProtecttomcatwebappsProtectManagerWEB-INF
  6. Restart SymantecDLPManagerService
0

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Workspace Web: Managing Folder Permissions

  • Email users when files are downloaded

With download alerts, users are notified with an email that files were downloaded from the folder. A user must be granted admin permission on the folder to be granted download alerts, as it will allow them to identify other users on the folder when they download documents.

  • Email users when files are uploaded

With upload alerts, users are notified with an email that files were uploaded to the folder. In order to be granted this permission, the user does have to also be granted the download permission. Users with download permission will also be able to grant themselves this permission through a checkbox on the folder.

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Learn the Structure – Best Practices at the Root Level

Quick Jump (click one!)

Who will be creating the structure? Who will need access? Personal Folders Advanced Folder Settings Limitations Tips and Full Guide

Who will be creating the structure?

The ability to create root level folders is dictated by the employee permission ‘Create root-level folders.’ This permission is not for Admin users only. Employees with this permission will be able to create root level folders. To allocate this permission to an existing employee, navigate to ‘People’ -> ‘Manage Employees’ -> Select a user’s profile -> Allocate permissions at the bottom of the screen under ‘User Access’.

If a user is granted upload rights on a folder, they will have the ability to create subfolders within that folder.

TIP! If you are using the ShareFile User Management Tool to provision users directly from AD, you can allocate the ‘Create root-level folders’ permission to users at the time of group rule creation.

Who will need access?

Understanding who will be accessing the data in a folder structure is extremely important to the planning process. ShareFile allows for sharing folder access with both internal (employees) and external (clients) users. To share a folder with a user, you will need to be an admin user on the folder, or the creator. Simply navigate to that folder location > Select the ‘People on this Folder’ tab > ‘Add People to Folder’ > Select the user and assign permissions > ‘Add’. Click here for more info on how to Add People to a Folder.

TIP! You can add users to a folder in bulk by utilizing distribution groups.

Personal Folders

Personal Folders are automatically created for each Employee User at the time of provisioning. The user should reserve this location for private use and any folders in this location should not be shared with other users. Any folders that are going to be shared should be created or moved to the ‘Shared Folders’ area. By default, employees have the ability to upload and download files from this folder. They also will be able to create subfolders and add other users to those subfolders with desired permissions. Click here for more info on ShareFile Personal Folders.

TIP! As an Admin, you can always view an employee’s Personal Folder to ensure they are adhering to best practices and internal standards. This can be done by navigating to:

‘People’ -> Manage Employees -> Select Profile -> ‘View folders and activity logs’ -> ‘Access Personal Folder’

Advanced Folder Settings

As a ShareFile Admin, you have the ability to set account-wide folder defaults within the Admin Settings console. These settings will be applied to any net new root-level folders that are created within your account. However, Advanced Folder Settings allows folder Admins to override these defaults to apply custom policies on a per root-level folder basis. Click here for more info on how to Create a Folder & Advanced Folder Options.

TIP! By default, a user given Admin rights at the root-folder level has the ability to adjust the retention policy on that folder (and therefore all subfolders beneath). However, ShareFile offers a setting that can be enabled by Citrix Support that only allows employee users with ‘Modify account-wide settings’ to adjust folder retention policies via Advanced Folder Settings.
Limitations

Although ShareFile does not provide defined parameters regarding folder size, depth, or number of items allowed, the following best practices will ensure optimal performance.

File Path Limit

ShareFile recommends adhering to Microsoft File Path limitations by avoiding path names that exceed 250 characters. Shorten paths by renaming folders and files or moving deep lying folders higher up the tree. This is extremely pertinent if you are planning on deploying the ShareFile Sync for Windows application.

Horizontal not Vertical

As mentioned earlier, it is best practice to keep your folder structure spread wide at either the root level or the second level down. This will prevent a narrow, deep structure from evolving that can cause a poor user experience and strain the ShareFile system. These changes can help to disburse items and prevent a folder from hitting the upper limits. This is linked to the number of calls required when adjusting folder settings, user access, and account wide policies. Furthermore, users will lose productivity if they’re required to click through a deep folder tree to access documents.

File Versioning

Adjust your file versioning to only keep the last 10 or less files. This can be adjusted from the Admin Settings under Advanced Preferences > File Settings.

Limit items in each folder

ShareFile folders should not contain more than 5,000 items within an individual individual or sub-folders. An “item” includes any elements within a folder. This includes files, folders, additional versions of files, and notes. Additionally, items in the recycle bin from the affected folder before emptied are included in the overall item count. When a folder reaches or exceeds this limitation, the consequences can be detrimental to the account and explicitly the folder in question.

The impacts could include:

  • Inability to upload documents.
  • Slow or inaccessible folder operations such as browse, copy, move, delete, and restore.
  • Time-outs in Web application
  • Inability to temporarily access particular folder
  • Temporary account lock out.

If you are currently experiencing these issues or are approaching these folder limits, please contact support for assistance.

Folder Size

ShareFile folders should not contain more than 10GB of data. Exceeding this limit will result to slow folder operation like copy/move/delete/restore.

Tips:


Complete Folder Structure Best Practices Document

Related:

How to Manage Admin Permissions in ShareFile

Access company account permissions

This will allow the user to access and change the account wide permissions. For a full detailed list of the options, they will be able to access, see CTX208346 – How to activate or deactivate ShareFile Advanced Preferences.

Create root-level folders in “Shared Folders”

Employee users may be allowed to set up their own folders in the “Personal Folders” section on the account. Some accounts choose to allow employees to set up their own folders within the “Shared Folders” page if they will need to set up their own individual employees or clients. If you have a main administrator who would prefer to set up and manage the folder structure for all users, this can be disabled. Please note that employee users may also be able to create subfolders within folders where they have ‘Upload’ access.

Access other users’ File Boxes and Sent Items

Allowing the employee access to the File Box and Sent Messages of other users allows them to check into what other users have stored outside of the primary folder structures and what has been sent from the account.

Manage Clients

This will allow an employee to see the People tab in the navigation bar and to add new users to the account. They will also be able to edit the following settings for clients:

  • Email Login Information
  • Delete from all the folders I own
  • Log this user out
  • Add to Groups
  • View folders and activity logs
  • Configure folder access
  • Copy Folder Access

In order to perform the following actions on a client user, an employee will require the Manage Employee permission detailed below.

  • Disable User
  • Upgrade to Employee
  • Remove access to all folders
  • Delete from the System
  • Manage connected apps and devices

Manage Employees

Employees may be allowed to create other employee users on the account and edit employee user access. This permission is also required for editing a client user’s email address that the user did not create themselves. Please note that this only allows employees to grant other employee users the Basic permissions that they themselves have on the system. To grant another user Admin Privileges, you must have the Delegate admin privileges to other employee users permission.

Delegate admin privileges to other employee users

Allow the user to grant Admin Privileges to other employees. Employees will only be able to allow others privileges that they themselves have been granted.

Manage Super User Group membership

Allow the user to add or remove employee users from the Super User Group. Members of the Super User Group are added to all folders on the account (including personal folders) with admin level access.

Access reporting

Reports on many aspects of account use including general activity and folder access are available in the Settings > Admin Settings > Company Account Info > Reporting section to employees with this permission enabled.

View notification history

Allow the user to view the history of email messages sent from ShareFile, including system notifications.

Configure Single Sign-On Settings

Allow the user to configure SSO settings in Admin Settings > Security > Login

View/edit billing information

Allow the user to view and modify billing information for the account. This permission also authorizes the user to contact ShareFile Support for billing assistance.

Request Plan Changes

Allow the user to submit plan changes in the Admin Settings section of the account.

Manage folder templates

Enabling this setting will allow the employee to see available Folder Templates in the Admin section and to edit or make new folders. This is generally recommended for employees who will be setting up or assisting with managing many client folders.

Manage remote upload forms

Allow the user to create and manage Remote Upload Forms in Admin Settings > Advanced Preferences.

Manage file drops

This permission allows the user to see the File Drops link in the Admin section and to create links that allow users to upload files to a specific employee of their choosing.

Create and manage Connectors

This permission grants the user the ability to create and manage new Connectors. This permission is only available to ShareFile users on select plans.

Create and manage Zones

This permission grants the user the ability to manage which zone a folder’s data is housed within. This permission is only available to ShareFile users on select plans.

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