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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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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Citrix Files Distribution Groups

Use Distribution Groups to consolidate users into functional groups for more efficient account management. This feature is useful for managing large groups of users with similar folder access needs.

Requirements

Managing Distribution Groups requires the create shared distribution groups and edit shared distribution groups permissions

Distribution Groups and User Permissions

  • Members added to the Distribution Group will inherit the folder access permissions of the group.
  • Members removed from the Distribution Group will lose the folder access permissions given to that group.
  • Permissions given on a folder to a distribution group will apply to every member. This includes notifications about downloads and uploads.


Create a Distribution Group

  1. Navigate to People > Distribution Group.
  1. Select New Group. The Create Distribution Group popup displays.
  1. Type in the group name you want to use. Click Yes or No for the option to Share this distribution group with all employees.
  2. Select the the Create Group button.
  3. On the Distribution Group page, you can add users with one of the following options:
  • Click Add Member to enter a user’s email, name and company manually. Click the checkbox when done entering a single user’s information.
  • Access the Add From drop down menu and choose Add from Personal Address Book or Add from Shared Address Book
  • Access the Add From drop down menu and choose Add from Employee List
  • Access the Add From drop down menu and choose Add from Excel. A template spreadsheet will be provided to you. Please fill in this spreadsheet and follow the instructions provided in the web app.
  • Access the Add From drop down menu and choose Classic Bulk Add. You may enter users via email. Each entry should be on its own line. Entries should NOT be separated by commas. Entering first and last names for each entry is not required. To associate a first and last name with an entry, place the name in parentheses after the email address.

Once you have saved our Distribution Group, you can return to the Distribution Groups menu to modify your group as needed.


Sending or Receiving Files from a Distribution Group

You can select a Distribution Group as the recipient of your message when sharing or requesting files. Distribution Groups can be accessed via the Address Book icon. When receiving an email sent to an entire Distribution Group, your recipient will only see his or her own email address in the recipient field. For security purposes, recipients cannot view other email addresses that may have been sent the file.

Adding a Distribution Group to a Folder

A distribution group may be added to a folder in much the same way an individual user would be. Folder permissions can be customized across the distribution group. When receiving notifications sent to an entire Distribution Group, your recipient will only see his or her own email address in the recipient field. For security purposes, recipients cannot view other email addresses that may have received the notification.


Distribution Group FAQ

How many users can I add to a Distribution Group?

A distribution group can have a maximum of 2000 users.

I added a user to a folder when they already had access through a Distribution Group. What permissions apply?

The individual user’s access will override that of his/her group. Example: John Doe has Download permissions on a folder due to his membership in the Doe Distribution Group. You add John Doe to the folder manually, and grant him Upload permissions. He will have both Download and Upload permissions, even though his Distribution Group membership does not include Upload.

Generate a Group Membership List

To generate a membership list for your review, access People > Manage Users or Distribution Groups. Click on the group name to access it. Access the Generate Report drop-down menu and choose Export Group List. Once the list is generated, a spreadsheet will be downloaded to your local computer.

Generate a Folder Access report

A Folder Access report shows which folders and permissions the Distribution Group has access to. To generate a folder access report for your review, access People > Manage Users or Distribution Groups. Click on the group name to access it. Access the Generate Report drop-down menu and choose Folder Access. You may print this list for your records.

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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 Employee Permissions in ShareFile

How to Manage Permissions

  1. Go to People > Manage Users (or Browse Employees or Browse Clients)
  2. Browse or search for your user. Click the user or the Manage icon on the right, to open the user profile.
  3. Modify permissions as needed, then Save.

Default Employee Permissions

When creating a new employee, the following permissions are granted by default. You can modify these settings during the user creation process.

Note: A grayed setting indicates a permission that the creating user does not have access to or is not permitted to give to others – therefore, they cannot grant that permission to another user.

User Access

Basic Information:

  • Date Created
  • Email Address
  • First Name & Last Name
  • Company name.

Notifications

Modify the user’s default Notification Frequency settings.

Default Email Language

Modify the user’s default Email Notification Language.

Bandwidth Limit

You may select a maximum monthly bandwidth allowance for the employee. This limit will prevent the employee from personally uploading and downloading more data than you allow them. It will also apply to all of their folders, so that they may not share files with others more than you would like for them to.

Note: Employee bandwidth limits can also affect clients that the employee works with by limiting how much they may download from the employee’s folders. This is used by some accounts where employee use may need to be limited to prevent bandwidth overages.

Authentication

Whether the customer is utilizing ShareFile Credentials or Two-Step Verification.

User Access:

General

Change their password

If a user may change their password, they can use the ‘Forgot Password’ link on the login screen if they ever forget the password. If this is not marked, they will need to contact an employee who can manage employee permissions for help logging in.

Access Personal Settings

In personal settings, a user can manage their name, company name, and avatar. They will be able to update or change their password on this page if they have the permission to change their password.

Access Company Account Permissions

Advanced Preferences are account wide settings that can be turned on or off by an employee user granted the Access Company Account Permissions permission. These settings can be found at Admin Settings > Advanced Preferences.

Files and Folders

Use personal File Box

The File Box is a personal storage space where employees may store files for a limited period of time. This space is not generally a collaborative or shared space, although some users may be given access to see other employee’s File Boxes. If you do choose to take away a user’s access to the File Box, they will not be able to use any email plugin tool or add files from their computer when creating a Share message or Link.


Be added to file drops

This will only be available if File Drop is enabled on your account. This will allow users who create new file drops to list this employee as a contact that clients may select to send files to through a form.

People

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.

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

Edit the shared address book

The Shared Address Book is available to employee users on the account so that they may quickly and easily pull up contact information for users on the account. If this is checked, the employee will be able to add users to the Shared Address Book to allow others to see their contacts on the system.


Share distribution groups

If this permission is enabled, the employee user will be able to create a Shared Distribution group.


Edit other users’ shared distribution groups

When setting up a new Distribution Group, users will have the option to share the group with all employees. If this permission is enabled, the employee user will be able to add more users to a group that has been created on the system and shared with others.

Company Account Info

Edit account appearance

Allow the user to configure account branding and appearance settings.

Billing


View receipts and billing notifications

The Receipts & Billing Notifications link in the Admin Settings > Billing section will allow any user with this permission enabled to download copies of any receipt or invoice for the account.

*You may or may not see the below settings on your user page. These settings will display only if you have the feature enabled on your plan type.


Advanced Preferences

Connectors

Create Network Share Connectors

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

Create SharePoint Connectors

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


StorageZones

Select StorageZone for root-level folders

In order to change another user’s default storage location, membership to the Super User Group is required. This permission is only available to ShareFile users on select plans.


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Workspace Web: How to Add Users to a Folder

To view a list of users that may access a specific folder, click the People on this Folder tab just under the folder name. To add a user, click the Add People to Folder button on the right.

User-added image

Add an Existing User

  1. Click the Add People to Folder tab.
User-added image
  1. Use the Search bar to quickly locate a specific user. You may also use the Address Books to locate and add the desired users. Select the checkbox beside the user(s) you wish to add.
User-added image

Add a New User

To create a new client to add to a folder, utilize the following steps:

  1. Go to People, click Create Client.
  2. Under the Create New Client screen, enter the basic information for the user including First Name, Last Name, Company, Email Address, and Password (optional).
  3. Click Assign Folders icon then navigate to the folder you want to assign.
  4. After selecting the folder to assign to the new user, click Next: Set Permissions. See Customize Permissions for more information.
  5. Click Create & Continue.


Customize Permissions

Once you have selected your user(s), you may customize their permissions in the pane on the right. The permissions you select will apply to all selected users.

  • View – Allows user to view the folder.
  • Download – Allows users to download files stored in this specific folder.
  • Download Alerts – Emails the user if downloaded.
  • Upload – Allows users to upload new files.
  • Upload Alerts – Emails the user if uploaded.
  • Delete – Allows users to delete files stored in this specific folder. A user with this permission can delete files even if they are not the original uploader.
  • Admin – Allows users to manage access to this specific folder. A user with this permission can add or remove other users.

Customize Alerts

  • Email when files are uploaded
  • Email when files are downloaded


Notify Added Users

Check this box if you want users to receive an email notification that they have been added to the folder. You may also customize the message they receive using the appropriate link. If you have created a new user, he or she will receive an account activation link along with their email notification.

Apply Settings to Subfolders

Check this box if you want the designated permissions to apply to all subfolders contained within this specific folder.

Save Changes

Be sure to save when finished.

Clone User Permissions

Cloning an existing user’s permissions is a quick and easy way to assign similar folder permissions to multiple users or clients.

On the People on this Folder view, click the check-box to the left of the user with permissions you would like to clone and click on “Clone User“. This will open a menu where you can search for existing users or create new ones.

Once you have selected or created the users you would like to add, you can choose to notify the new users that they have been granted permission to this folder. These users will inherit the folder permissions and upload/download alerts for the current folder, as well as any subfolders. Click Clone when finished.

NOTE: You cannot clone permissions from a Distribution Group or the Super User Group to another user. Instead, consider adding the user to the group itself!

FAQI need to add a large amount of users and don’t have time to search!

Our Distribution Groups feature is extremely useful for working with large groups of users at once! We highly recommend it.

I’m adding a large number of users and don’t want them all to have the same permissions.

If you want to customize permissions for various users, continue through the process as you normally would. Ignore the Permissions pane and save the additions. When you return to the folder view, use the checkboxes in the People on this Folder section to quickly adjust permissions on a user-by-user basis.

User-added image

I added a new user and now they are an owner. Why?

If you add an user and they are listed as an “(owner)” on the folder with download, upload, delete and admin permissions, it is because they are a Super User on the account and have admin permissions on all folders.

By adding a Super User to the folder, you can manage their download and upload alerts only. You cannot remove a Super User from a folder.

I want my users to be able to create a top-level folder, instead of having to do it for them each time. How?

You will need to grant an employee the “Create Root-level folders in Shared Folders” permission. This is an employee-only permission and cannot be granted to client users.

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ShareFile Dashboard

Admin or Employee Dashboard

User-added image

What’s New Notifications – Useful tips and recent product news will be displayed here. You may close these alerts.

Recent Files – Five recently accessed files will be displayed here.

Share Files and Request Files – If you are an Employee user with access to the File Box, Share and Request buttons will be available here. Users without File Box access can only use Share and Request files on files and folders already uploaded to the ShareFile account.

Create New User – If you have permission to manage employee and/or client users, you can use this button to create new users on the account. Click here for more information on creating users.

Quick Jump To – This menu will display shortcuts to your Personal Folders, Shared Folders, Favorites, and What’s New notifications. If you do not have access to Personal Folders, that option will be missing.

Tutorials and Helpful Links – This menu displays useful videos and support articles for managing and using your ShareFile account. Use the drop-down to view different content.

Client Dashboard

Clients users will also receive a modified version of the Dashboard – clients can only view the following Dashboard menus: Welcome, Recent Files, Quick Jump To Shared Folders, and Favorites.

Click to view higher resolution

User-added image

Profile Picture

You can upload an avatar to customize your account. Your avatar will appear in the Dashboard, as well as in any Address Book or user list within the ShareFile web application.

You can upload a picture at the Dashboard, or in your Personal Settings > Edit Profile menu.

Note – Very large profile pictures will be downsized to fit automatically.

User-added image


Customize the Dashboard

Use the Edit Dashboard button to turn certain Dashboard components on or off. (Currently, this can only be done on a user-by-user basis, and cannot be applied to the entire account or to other users.)

User-added image


To move or reposition a Dashboard pane, click and hold near the section Title and drag the pane to the desired location.

Note: Changes to Dashboard tile placement are cache-based and not persistent across browsers.

User-added image

Dashboard Tutorials and Permissions

The Tutorials module is dynamic and will adjust according to your user permissions. Links and videos related to features or functions that you do not have permissions for will not be shown.

In the screenshot below, you can see the difference between a user with permission to manage employees and access account-wide settings, and a user without.

User-added image

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How to manage employee permissions

For a list of Admin-level permissions, click here or skip to the bottom of this article.

For E-Signature related permissions, click here to skip to that section of this article.

How to Manage Permissions

  • People > Manage Users (or Browse Employees or Browse Clients)
  • Browse or search for your user. Click the user or the Manage icon on the right to open the user profile.
  • Modify permissions as needed, then Save.

Default Employee Permissions

When creating a new employee, the following permissions are granted by default. You can modify these settings during the user creation process.

Note: A grayed setting indicates a permission that the creating user does not have access to or is not permitted to give to others – therefore, they cannot grant that permission to another user.

User Access


Basic Information:

Date Created, Email Address, First Name, Last Name, Company name.

Notifications

Modify the user’s default Notification frequency settings.

Default Email Language

Modify the user’s default email notification language.

Bandwidth Limit

You may select a maximum monthly bandwidth allowance for the employee. This limit will prevent the employee from personally uploading and downloading more data than you allow them. It will also apply to all of their folders, so that they may not share files with others more than you would like for them to. Note: Employee bandwidth limits can also affect clients that the employee works with by limiting how much they may download from the employee’s folders. This is used by some accounts where employee use may need to be limited to prevent bandwidth overages.

Authentication

Whether the customer is utilizing ShareFile Credentials or Two-Step Verification.


User Access:

General

Change their password

If a user may change their password, they can use the ‘Forgot Password’ link on the login screen if they ever forget the password. If this is not marked, they will need to contact an employee who can manage employee permissions for help logging in.


Access Personal Settings

In personal settings a user can manage their name, company name and avatar. They will be able to update or change their password on this page if they have the permission to change their password.


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 article here.


Files and Folders

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.

Use personal File Box

The File Box is a personal storage space where employees may store files for a limited period of time. This space is not generally a collaborative or shared space, although some users may be given access to see other employee’s File Boxes. If you do choose to take away a user’s access to the File Box, they will not be able to use any email plugin tool or add files from their computer when creating a Share message or Link.


Be added to file drops

This will only be available if File Drop is enabled on your account. This will allow users who create new file drops to list this employee as a contact that clients may select to send files to through a form.


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.

E-Signature

Depending on your account features, you may see options for E-Signature users in this section. If you don’t have this feature and would like to learn more about this, please contact our sales team to see how you can get this on your account – 1-800-441-3453


Send document for e-signature

*Uses one e-signature license*: This setting provides an employee user the ability to send documents for an electronic signature. Without this permission the user will not see the options “Send for Signature” or “Sign Yourself”.

View all e-signature documents:

This permission will provide the user access to all documents sent for e-signature.

Manage e-signature templates:

This permission will provide the user the ability to manage all e-signature templates.


People

Manage Clients

This will allow the 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 settings for any clients that they create. Note: Editing a client user’s email address requires the Manage Employees permission.


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.

Edit the shared address book

The Shared Address Book is available to employee users on the account so that they may quickly and easily pull up contact information for users on the account. If this is checked, the employee will be able to add users to the Shared Address Book to allow others to see their contacts on the system.


Share distribution groups

If this permission is enabled, the employee user will be able to create a Shared Distribution group.


Edit other users’ shared distribution groups

When setting up a new Distribution Group, users will have the option to share the group with all employees. If this permission is enabled, the employee user will be able to add more users to a group that has been created on the system and shared with others.

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.

Company Account Info

Edit account appearance

Allow the user to configure account branding and appearance settings.


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


Billing

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.


View receipts and billing notifications

The Receipts & Billing Notifications link in the Admin Settings > Billing section will allow any user with this permission enabled to download copies of any receipt or invoice for the account.

*You may or may not see the below settings on your user page. These settings will display only if you have the feature enabled on your plan type.


Advanced Preferences

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 to 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.

Connectors

Create and manage Connectors

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

Create Network Share Connectors

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

Create SharePoint Connectors

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

StorageZones

Create and manage Zones

This permissions 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.

Select StorageZone for root-level folders

In order to change another user’s default storage location, membership to the Super User Group is required. This permission is only available to ShareFile users on select plans.

Admin Permissions
Access company account permissions
Create root-level folders in “Shared Folders”
Access other users’ File Boxes and Sent Items
Manage employee users
Delegate admin privileges to other employee users
Manage Super User Group
Access reporting
View notification history
Configure single sign-on settings
View/edit billing information
Request plan changes
Manage folder templates
Manage remote upload forms
Manage file drops
Create and manage connectors
Create and Manage Zones

Related:

How to Manage Employee Permissions

For a list of Admin-level permissions, click here or skip to the bottom of this article.

For E-Signature related permissions, click here to skip to that section of this article.

How to Manage Permissions

  • People > Manage Users (or Browse Employees or Browse Clients)
  • Browse or search for your user. Click the user or the Manage icon on the right to open the user profile.
  • Modify permissions as needed, then Save.

Default Employee Permissions

When creating a new employee, the following permissions are granted by default. You can modify these settings during the user creation process.

Note: A grayed setting indicates a permission that the creating user does not have access to or is not permitted to give to others – therefore, they cannot grant that permission to another user.

User Access


Basic Information:

Date Created, Email Address, First Name, Last Name, Company name.

Notifications

Modify the user’s default Notification frequency settings.

Default Email Language

Modify the user’s default email notification language.

Bandwidth Limit

You may select a maximum monthly bandwidth allowance for the employee. This limit will prevent the employee from personally uploading and downloading more data than you allow them. It will also apply to all of their folders, so that they may not share files with others more than you would like for them to. Note: Employee bandwidth limits can also affect clients that the employee works with by limiting how much they may download from the employee’s folders. This is used by some accounts where employee use may need to be limited to prevent bandwidth overages.

Authentication

Whether the customer is utilizing ShareFile Credentials or Two-Step Verification.


User Access:

General

Change their password

If a user may change their password, they can use the ‘Forgot Password’ link on the login screen if they ever forget the password. If this is not marked, they will need to contact an employee who can manage employee permissions for help logging in.


Access Personal Settings

In personal settings a user can manage their name, company name and avatar. They will be able to update or change their password on this page if they have the permission to change their password.


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 article here.


Files and Folders

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.

Use personal File Box

The File Box is a personal storage space where employees may store files for a limited period of time. This space is not generally a collaborative or shared space, although some users may be given access to see other employee’s File Boxes. If you do choose to take away a user’s access to the File Box, they will not be able to use any email plugin tool or add files from their computer when creating a Share message or Link.


Be added to file drops

This will only be available if File Drop is enabled on your account. This will allow users who create new file drops to list this employee as a contact that clients may select to send files to through a form.


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.

E-Signature

Depending on your account features, you may see options for E-Signature users in this section. If you don’t have this feature and would like to learn more about this, please contact our sales team to see how you can get this on your account – 1-800-441-3453


Send document for e-signature

*Uses one e-signature license*: This setting provides an employee user the ability to send documents for an electronic signature. Without this permission the user will not see the options “Send for Signature” or “Sign Yourself”.

View all e-signature documents:

This permission will provide the user access to all documents sent for e-signature.

Manage e-signature templates:

This permission will provide the user the ability to manage all e-signature templates.


People

Manage Clients

This will allow the 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 settings for any clients that they create. Note: Editing a client user’s email address requires the Manage Employees permission.


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.

Edit the shared address book

The Shared Address Book is available to employee users on the account so that they may quickly and easily pull up contact information for users on the account. If this is checked, the employee will be able to add users to the Shared Address Book to allow others to see their contacts on the system.


Share distribution groups

If this permission is enabled, the employee user will be able to create a Shared Distribution group.


Edit other users’ shared distribution groups

When setting up a new Distribution Group, users will have the option to share the group with all employees. If this permission is enabled, the employee user will be able to add more users to a group that has been created on the system and shared with others.

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.

Company Account Info

Edit account appearance

Allow the user to configure account branding and appearance settings.


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


Billing

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.


View receipts and billing notifications

The Receipts & Billing Notifications link in the Admin Settings > Billing section will allow any user with this permission enabled to download copies of any receipt or invoice for the account.

*You may or may not see the below settings on your user page. These settings will display only if you have the feature enabled on your plan type.


Advanced Preferences

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 to 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.

Connectors

Create and manage Connectors

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

Create Network Share Connectors

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

Create SharePoint Connectors

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

StorageZones

Create and manage Zones

This permissions 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.

Select StorageZone for root-level folders

In order to change another user’s default storage location, membership to the Super User Group is required. This permission is only available to ShareFile users on select plans.

Admin Permissions
Access company account permissions
Create root-level folders in “Shared Folders”
Access other users’ File Boxes and Sent Items
Manage employee users
Delegate admin privileges to other employee users
Manage Super User Group
Access reporting
View notification history
Configure single sign-on settings
View/edit billing information
Request plan changes
Manage folder templates
Manage remote upload forms
Manage file drops
Create and manage connectors
Create and Manage Zones

Related:

ShareFile Employee Permissions

For a list of Admin-level permissions, click here or skip to the bottom of this article.

For E-Signature related permissions, click here to skip to that section of this article.

How to Manage Permissions

  • People > Manage Users (or Browse Employees or Browse Clients)
  • Browse or search for your user. Click the user or the Manage icon on the right to open the user profile.
  • Modify permissions as needed, then Save.

Default Employee Permissions

When creating a new employee, the following permissions are granted by default. You can modify these settings during the user creation process.

Note: A grayed setting indicates a permission that the creating user does not have access to or is not permitted to give to others – therefore, they cannot grant that permission to another user.

User Access


Basic Information:

Date Created, Email Address, First Name, Last Name, Company name.

Notifications

Modify the user’s default Notification frequency settings.

Default Email Language

Modify the user’s default email notification language.

Bandwidth Limit

You may select a maximum monthly bandwidth allowance for the employee. This limit will prevent the employee from personally uploading and downloading more data than you allow them. It will also apply to all of their folders, so that they may not share files with others more than you would like for them to. Note: Employee bandwidth limits can also affect clients that the employee works with by limiting how much they may download from the employee’s folders. This is used by some accounts where employee use may need to be limited to prevent bandwidth overages.

Authentication

Whether the customer is utilizing ShareFile Credentials or Two-Step Verification.


User Access:

General

Change their password

If a user may change their password, they can use the ‘Forgot Password’ link on the login screen if they ever forget the password. If this is not marked, they will need to contact an employee who can manage employee permissions for help logging in.


Access Personal Settings

In personal settings a user can manage their name, company name and avatar. They will be able to update or change their password on this page if they have the permission to change their password.


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 article here.


Files and Folders

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.

Use personal File Box

The File Box is a personal storage space where employees may store files for a limited period of time. This space is not generally a collaborative or shared space, although some users may be given access to see other employee’s File Boxes. If you do choose to take away a user’s access to the File Box, they will not be able to use any email plugin tool or add files from their computer when creating a Share message or Link.


Be added to file drops

This will only be available if File Drop is enabled on your account. This will allow users who create new file drops to list this employee as a contact that clients may select to send files to through a form.


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.

E-Signature

Depending on your account features, you may see options for E-Signature users in this section. If you don’t have this feature and would like to learn more about this, please contact our sales team to see how you can get this on your account – 1-800-441-3453


Send document for e-signature

*Uses one e-signature license*: This setting provides an employee user the ability to send documents for an electronic signature. Without this permission the user will not see the options “Send for Signature” or “Sign Yourself”.

View all e-signature documents:

This permission will provide the user access to all documents sent for e-signature.

Manage e-signature templates:

This permission will provide the user the ability to manage all e-signature templates.


People

Manage Clients

This will allow the 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 settings for any clients that they create. Note: Editing a client user’s email address requires the Manage Employees permission.


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.

Edit the shared address book

The Shared Address Book is available to employee users on the account so that they may quickly and easily pull up contact information for users on the account. If this is checked, the employee will be able to add users to the Shared Address Book to allow others to see their contacts on the system.


Share distribution groups

If this permission is enabled, the employee user will be able to create a Shared Distribution group.


Edit other users’ shared distribution groups

When setting up a new Distribution Group, users will have the option to share the group with all employees. If this permission is enabled, the employee user will be able to add more users to a group that has been created on the system and shared with others.

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.

Company Account Info

Edit account appearance

Allow the user to configure account branding and appearance settings.


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


Billing

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.


View receipts and billing notifications

The Receipts & Billing Notifications link in the Admin Settings > Billing section will allow any user with this permission enabled to download copies of any receipt or invoice for the account.

*You may or may not see the below settings on your user page. These settings will display only if you have the feature enabled on your plan type.


Advanced Preferences

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 to 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.

Connectors

Create and manage Connectors

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

Create Network Share Connectors

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

Create SharePoint Connectors

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

StorageZones

Create and manage Zones

This permissions 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.

Select StorageZone for root-level folders

In order to change another user’s default storage location, membership to the Super User Group is required. This permission is only available to ShareFile users on select plans.

Admin Permissions
Access company account permissions
Create root-level folders in “Shared Folders”
Access other users’ File Boxes and Sent Items
Manage employee users
Delegate admin privileges to other employee users
Manage Super User Group
Access reporting
View notification history
Configure single sign-on settings
View/edit billing information
Request plan changes
Manage folder templates
Manage remote upload forms
Manage file drops
Create and manage connectors
Create and Manage Zones

Related: