ShareFile Custom Workflows

Create a Workflow Workflow Triggers Workflow Actions Workflow Access (Share a Workflow with Others) Monitor or Review Workflow Instances

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Create New Workflow Template

To get started with Workflows, navigate to the Custom Workflows dashboard and select New Workflow.

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Provide a workflow name and description. Select a folder in your ShareFile account where your workflow and its relevant data is stored.

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Workflow Triggers

A “trigger” is a specific event that “triggers” a process. When that event occurs, the workflow is initiated.

You can select “when a file is uploaded”, or “when a form has been completed” via the Workflows mobile app.

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If selecting “a form is completed”, you can select a form you have already created. If you have not created a new Form, click Create New Form to access the Form Creation menu.

For more information about creating workflow forms and submitting them via the mobile app, see the following articles:

“When a File is Uploaded” Trigger

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Choosing the “when a file is uploaded” trigger allows you to customize the trigger further. You may limit the trigger to activate only when specific file types are uploaded.

Designate the folder you wish to monitor for file uploads. This trigger will only activate for the folder you select in this menu.

TIP! Podio Triggers No Longer Supported

Podio Triggers are no longer supported. If you were using the Podio Triggers in Custom Workflows, we recommend archiving these workflows.

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Workflow Actions

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Action screen allows you to determine what happens once a trigger has been activated. Provide an Action name, then select the action that should occur following the trigger.

You arrange for a notification email to be sent automatically or for an approval workflow to be initiated.

“Initiate an Approval” Action

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Approval allows you to designate individuals on your account that are responsible for approving or providing feedback when the file has been uploaded or the form has been submitted.

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Under Outcomes, you can designate what happens when a file is approved or rejected. For example, you can close and notify upon approval, or select Next Step for a rejection. When selecting Next Step, you’ll need to configure another action to occur.

“Send an Email” Action

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If you select the “Send an Email” action, you can designate Subject, Recipient, and CCs as well as the items to be included in the email message sent to the recipient.

You may select all or some of the items of the workflow. You can also add items from your computer or ShareFile.

Export data to an Excel file Action

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The Export data to an Excel file action, allows you to export all the data or selectively export the desired data from the workflow. Clicking on the submitted instance of the workflow will provide the Excel file with all the details that were selected.

Post data to a web service Action

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The Post data to a web service action, allows you to post all the data or selectively post the desired data from the workflow in JSON format.

Citrix ShareFile Custom Workflows – Post to Web Service for more information.

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The POST Web Service URL needs to be provided where the workflow data in the JSON format needs to be posted to.

Once you choose what happens when the workflow is triggered, proceed to Admins and Viewers.

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Admin and Viewers to a Workflow

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Here, you can customize the users that the workflow is available to. In order to be added to this list, individuals must be current, active users on your ShareFile account.

Note: In order to manage a workflow, a user must have the Create and Deploy Workflow Actions and Triggers permission.

If a user is given access to this workflow, they will be able to access the necessary form from within the Workflows mobile app and submit it.

Initiate – Allow the user to initiate workflows (required for users submitting completed forms via Workflows mobile app!)

Manage – Allow the user to manage or customize existing workflow

View Template Reports – Allow the user to view and access template reports

Manage Templates – Allow the user to view and manage workflow Templates

Manage Settings

Before you move on, consider verifying the Workflow details and customizing the Workflow Instance field with some data-tags, which will automatically pull data or information (such as author or date).

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Share Link Settings

This setting is applicable for any item created or uploaded as part of the workflow. User has the capability to set the expiration of the workflow or set the number of accesses per user beyond which the share would no longer work and would provide proper error message.

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Review Summary and Enable your Workflow

Review Summary provides a quick reference of the complete Workflow. Enable your workflow to make it available to your users.

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Monitor or Review Workflow Instances

Once you have created and assigned workflows to users, any instances of that workflow will be tracked by clicking on the template listed under Workflow Templates The Workflow Instances tab is displayed. The user now has the options to filter the instances based on statuses and versions if any.

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Click on an instance to view its details and progress, as well as download any attachments associated with the workflow.

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ShareFile strict employee licensing and company email address

By default, you cannot create a client user with the same email suffix as your company (ex: johndoe@ This is designed to prevent accounts from circumventing employee licensing requirements.

When a user attempts to create a client user with an employee company email, they will be prompted to send a request to an Admin on the account to create the user as an employee.

Admins will receive an email notification that allows them to review and/or approve the user creation request.


Cisco Webex Meetings Enumeration Attack

Cisco Webex Meetings is an enterprise solution for hosting online meetings that offers video conferencing, screen sharing, and webinar capabilities that support hundreds of participants. Cisco Webex Meetings utilizes a nine-digit number as a user-friendly meeting identifier that can be easily typed in to join a meeting from all types of endpoints.

On July 24th, 2019, Shreyans Mehta of Cequence Security and the CQ Prime Research Team reported to Cisco that an attacker could take advantage of one of the Webex Meetings API calls to enumerate all the meeting numbers in use by an organization on the platform at a certain moment in time.

This advisory is available at the following link:

Security Impact Rating: Informational


Fix: Outlook does not support connections to Exchange ActiveSync

While trying to connect your Outlook account with Exchange by using ActiveSync protocol the users may get the Outlook does not support connections to exchange by using ActiveSync error. This error is commonly caused if the Outlook does not support connection to a server that is running Exchange server. A similar discussion can also be read on the Microsoft Community forum.

On the same Windows 8 Pro machine, on the same user account – Windows Mail app is connected successfully to my corporate e-mail account (‘Outlook‘ account type, use SSL connection, domain and user name specified).

In Outlook 2013 the same account can’t be connected (selecting ‘ActiveSync’ account type, specifying server name and user name, however there are no options to specify SSL and domain) – getting error message ‘Log onto Exchange ActiveSync mail server (EAS): The server cannot be found.’

Follow the steps listed in the article below to fix Outlook server issue with ActiveSync and Exchange.

Is the Exchange Activesync supported by Outlook?

1. Connect to Exchange using Standard Exchange Connection

  1. Launch the Outlook desktop app.
  2. Click on File and then click on Add Account button.

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  3. Enter your email address and click Connect.outlook does not support connections to exchange by using activesyncoutlook does not support connections to exchange by using activesync
  4. Now you will be asked to enter your password again. Enter the password, and click OK.
  5. Click Finish to connect to exchange using standard exchange connection.
  6. Trying to set up your email account manually can create issues like the one mentioned earlier. Try to set up the email account normally and check if the error is resolved.

Deal with spam mails for good with these Exchange anti-spam software for Exchange email server.

2. Configure Outlook 2013 / 2016 Manually

  1. If you want to configure Outlook for Exchange by using ActiveSync do the following.
  2. Launch the Outlook desktop client.
  3. Choose “New Email Account“.
  4. Select “Manual setup or additional server types“.

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  5. Select “Exchange ActiveSync“.
  6. Now you need to fill in the server setting. The username can be in Domainusername format.
  7. Now press and hold the Enter key on the Keyboard until all the boxes go away.
  8. Once the connection goes through. Launch the Outlook client and check if the error is resolved.

For Outlook 2016 / Office 365

  1. Launch the Outlook client in your Windows system.
  2. Click on File and select Add Account.
  3. Now enter the email address for the account and click the Advanced Options.
  4. Select “Let me set up my account manually” option.

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  5. Click the Connect button.
  6. Select “Exchange” option.

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  7. Enter the password for your ID and check if the connection is established without any error.

The EAS protocol provides access to data in exchange mailboxes thus keeping all of your connected devices in sync. Since EAS connection does not provide all the features of an Exchange account, Outlook does not support this method resulting in the error.


MEM policy to prevent stopping sep service

I need a solution


we are trying to prevent users from stopping sep services & start them if stopped. 

i see an option in HI policy to restart the service if it is stopped. However, when smc is stopped HI is not going to work & this functionality is pretty much pointless. correct me if am wrong & if it works.

I also see Mick’s comment in below article to use MEM SEHOP to prevent service stopping. can someone help how this can be done?

thanks in advance for suggestions.



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