Transfer Data Between ShareFile Accounts

Ways to Transfer –

Transfer Data using the ShareFile Desktop App (Windows users)

ShareFile Desktop allows quick and easy drag-and-drop functionality with a Download and Upload Queue, making local downloads and uploads simple.


  1. Desktop App system requirements can be found here.
  2. Before we get started, create a folder on your local Windows computer where you can store folders and files when you download them from your account. We’ll stash files there and then upload them back to ShareFile later.

Download the Desktop App from the Apps section of your ShareFile account.

Once you have downloaded and installed the tool on your computer, sign in to your Current Account. You can now view the files stored in your Personal and Shared Folders locations using the drop-down menu.

Remember that local folder you created in the Prerequisites above? Drag the folders you wish to migrate from the Desktop App to the local folder on your computer.

The Desktop App supports Windows CTRL selection functions (ex: CTRL+Click or SHIFT+Click to select multiple items). As a best practice, we recommend dragging over one folder at a time, to avoid overloading Windows Explorer and making sure the Queue stays nice and orderly.

These downloads will automatically be queued for processing. You can open the Queue in a separate Desktop App window, to keep an eye on completed downloads. Since you are copying to your local Windows machine, the Windows Explorer progress bar may appear. This is normal. The speed of your download may vary depending on the quality of your internet connection.

Please wait until all data has been downloaded locally before moving on to the next step!

Now that you have downloaded local copies of all of your data, let’s transfer it to your new account.

First, sign out of the Desktop App by clicking the Settings icon and then selecting Remove User. This will log you out of your Current Account.

Now, sign back into the Desktop App using the credentials to your New Account. We can now begin uploading data into your New Account.

Simply drag the folders from your local folder directly into the Desktop App. Just like with the downloads, you can monitor the progress of your uploads using the Queue.

Typically, (empty) Folders are uploaded first and then the individual items within those folders are uploaded one at a time. The speed of your uploads may vary depending on the quality of your internet connection.

Once your upload is complete, you have successfully transferred data from your old account to your New Account!

Transfer Data using the ShareFile Desktop App (Mac users)

A Mac-friendly version of the Desktop App is currently in development. In the meantime, the
Desktop Widget supports drag-and-drop uploads and downloads.

Transfer Data using the ShareFile Web App

You can use the ShareFile web app to download the data from your Current Account, then upload that data to your New Account in another browser window.


  1. A supported web browser
  2. If you plan to upload entire folders, you’ll need to use one of the following options:
    1. the latest version of Google Chrome, or
    2. Internet Explorer or FireFox with the latest version of Java installed

First, open a web browser and sign into your Current Account. Once you’re logged in, you can begin downloading your data to your computer.

Depending on where files are stored, you can select multiple files and folders to download at once. To do so, use the check boxes on the left and click the Download option that appears in the context menu. The ShareFile system will then prepare your download.

Depending on the size and number of files selected, preparation may take a few minutes or more. If your download fails to prepare, consider selecting a smaller amount of items to download.

When downloading multiple items, ShareFile automatically arranges your data into a single compressed file. Keep track of where you are downloading your data on your computer, as we’ll need to locate it again in the following steps.

Once you have downloaded all of the data from your Current Account, it’s time to upload that data to your New Account.

Upload to your New Account

Log out of your Current Account and open a new window or tab. Navigate to your New Account and sign in with the appropriate credentials.

Now, depending on your browser type, you can upload your data in a few ways.

Upload Folders with Google Chrome

Google Chrome users can quickly upload folders to their account by dragging the folder into the web browser window. Users can also access the Upload menu and select files using the Browse option.

The folder will automatically be created, and all contents uploaded to ShareFile. Please do not reload your page or navigate away from your folder directory while the upload is in progress. The speed of your uploads may vary depending on the quality of your internet connection.

Upload Folders with IE or FireFox

Users on the latest version of IE or FireFox must upload folders using the Java Uploader Tool. Click here for information on how to do so.

Once your uploads are complete, you have successfully transferred data from your old account to your New Account!

Transferring Large Amounts of Data

If you need to transfer extremely large amounts of data at once, consider using the ShareFile Migration Tool to upload significant amounts.

Note – This tool requires that the files first be present on your local computer. In most cases, you will need to first download the data from your Current Account before using the SFDMT to upload it to your New Account.

Click here for information on the ShareFile Data Migration Tool.


  • No Related Posts

ShareFile Workflow Settings

Customers with access to the following features can customize various workflow settings from within the ShareFile web application, as well as generate workflow-specific reporting information.

Note: Certain settings may not be available to all users, depending on user permissions and Admin-level access requirements. Some settings may not apply to all workflow types.

How to Access Workflows Settings

Users can access the Settings menu from the main Workflows homepage.

From the ShareFile Dashboard menu:

  1. Go to Workflows -> Feedback & Approval
  2. Click Settings in the upper right


Annotation Color – set a default color for your annotations and avatar. These are the colors used when commenting on / adding annotations to documents and files.

Timezone – This sets your default time zone


Here you can choose whether or not you wish to be notified when:

  • a user replies to a comment or annotation you have made
  • a comment is left on a workflow that you have initiated
  • an annotation is added to a workflow that you have initiated
  • status updates (such as “John has approved”) are sent for your workflow

Workflows by Email

This menu outlines the steps required for creating workflows directly from your email, utilizing a special BCC address. Please refer to this menu in the web application for detailed steps.


Workspace presence – Provides real-time notifications and events while viewing and annotating in a workspace. If documents frequently have large groups of participants and performance becomes an issue, this feature can be disabled.

Participant attachments – Allows participants to upload files in the activity panel to suggest changes and edits. Files will be delivered to your ShareFile File Box.

Upload completed workflow file – When a workflow is complete, this setting allows the final version of the file to be uploaded to your ShareFile account. Example: “My_Project_Plan-approved.pdf”

Participant aliases – Enter a custom alias for specific participants. Example: Create an alias “manager” for your manager’s name and email address, where the name and email will automatically be entered when sending workflow files to the alias.

Account Settings*

Note: These settings only available to the Master Admin on the account.

Require Participant Login – When set, requires workflow participants to sign in with their ShareFile credentials to view documents, comment, and annotate. Signature and Request List workflows are not currently compatible with this setting and will be disabled for those particular workflows.

Custom BCC Address – Enter a custom BCC address to be added to all email notifications sent to users on this account.

Activity Reports – Generate monthly activity reports for all users on this account. Information includes workflow id, participant email, actions taken, and notification type, among other info.


  • No Related Posts

ShareFile RightSignature Integration

Overview: How it Works

Once your ShareFile account is linked to a RightSignature account, you can send files stored in your ShareFile account for electronic signature.

Supported document types include:

  • PDF
  • Microsoft Word documents
  • Plain text files

Send for Signature

In ShareFile, right-click on a file and select one of the Signing Options.

You may also access signature options from the Content Viewer action pane. To do so, click the file to open the viewer, then click e-Signature.

This will open the document in RightSignature.

Click here for instructions on how to customize your document on RightSignature.

After sending the document via RightSignature, the RightSignature icon shown below will appear to the right of the Creator column.

Clicking on this icon will reveal the status of that document. If the document has yet to be signed, its status will be Pending.

Once the signed document is completed, the status will be recorded as Signed. A signed copy of your file will also be uploaded back to ShareFile.

To see the completed document in RightSignature, click View.

ShareFile Desktop and RightSignature

Once you have linked your ShareFile and RightSignature accounts, you can send supported file types from the ShareFile Desktop app. To do so, right-click the file and select the Send for Signature option. This will launch the signature workflow in your default web browser where you can add fields, recipients, and send the message. (This feature requires ShareFile Desktop 1.12 or later.)

User-added image


ShareFile Usage Report

Usage Report

Note: See How to Create a ShareFile Report to learn how to access and create ShareFile Reports.

Background: Review activity based on account, folder, or user. Activity in this report includes items such as: login, failed login, downloads/views, uploads, create folder, check in / check out, move, restore, create notes, edit, create URLs, delete, DLP scan (OK), DLP scan (rejected), and DLP share. Note: If the activity name is not checked when creating the report, no data will be returned for that activity name.

Data Columns:

  • Date
  • Item Name – The name of the user and tool logged into, the file or folder the action is performed on
  • Activity – The type of activity that occurred such as login, view, download, upload, etc.
  • User – The name of the user performing the action
  • Email Address – The primary email address of the user performing the action
  • Company Name
  • IP Address
  • Location
  • EventID – The ID of the item or user, useful for customer support.

User-added image

DISCLAIMER: We only support a maximum period of 90 days on reports and recommend a maximum of 30 days.


  • No Related Posts

Change ShareFile Email Address

Change ShareFile Email Address (or add a secondary)

First, Navigate to Settings > Personal Settings > Edit Profile.

Click Add Alternate Email and enter the desired email address.

ShareFile will send it a confirmation email containing an activation link. In order to use the alternate email address or make it your primary email address, you must click the activation link in the confirmation email. If you did not receive the confirmation email, or your activation link is expired, return to the Add/Edit Email Address section and click the Send Confirmation Email link to resend the confirmation email.

Once you have clicked the activation link, sign back into your account. This is a great chance to use the new email address you just verified.

Return to Personal Settings > Edit Profileand clickClick Make Primary to the right of the email address.

Note:- Refer CTX247727- Change ShareFile Time Zone , to know the process of changing the time zone in ShareFile


  • No Related Posts

Signing Up for a Right Signature 4 Trial

Anyone with a valid email address may sign up for a free trial from

A trial will last for 14 daysor until 5 documents are sent out, whichever comes first. The trial period and document limit cannot be extended.

User-added image

You will be asked for a company name and phone number as soon as you proceed.

This will create a brand new account, even if you already have a ShareFile account under this same email address. If you would like a trial connected to your ShareFile account, then please contact our Sales team.

User-added image

Please agree to the Terms of Use and Privacy Policy. In order to send a document you will need to verify your email address.

User-added image

Click the verification link in the email sent to the email address to create a password for the trial account.

User-added image

All features are available on the trial, except for API and KBA. No more than 5 templates can be created in a trial account.


  • No Related Posts

How To Add or Remove User Licenses From Your ShareFile Account


Enterprise customers, please contact your Sales Rep to purchase additional licenses.

When users are added to your ShareFile account, the system will use their email extension to determine if it is required that the user be added as an employee user. Generally, any user added to the ShareFile account that has the same email extension as the account creator will be added as an employee user. For example, if the ShareFile account creator’s email address is, any user added to the ShareFile account with the email extension would be created as an employee user.

Strict Employee Licensing and Company Email Address

By default, you cannot create a client user with the same email suffix as your company (ex: 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.

User-added image

Do my employees have to have my company’s email?

No. You are able to create an employee user with any email address extension.

Does disabling a user free up an employee license?

No. In order to regain the license for that user, the user must be deleted from the system.

Need more licenses?

For more information regarding ShareFile licenses, features and plan requirements, please consult the ShareFile Pricing page.


  • No Related Posts

ShareFile Content Viewer

To view a file in the Content Viewer, click on the file name. The file will be displayed in the viewer alongside a number of available actions.

Viewer Pane

Your file preview will be rendered in the pane on the left. You can adjust zoom level and search document file types. You can also use the Full Screen button to hide the File Actions pane on the right.

Actions and Information Pane

The pane on the right includes the file name, file notes, and various file actions that you may utilize. The actions that are displayed depend on your permissions and account capabilities. For example: A user without the Download permission will not have a Download button.

Additional actions may be displayed within the More button, if applicable.

Panoramic Images in the Content Viewer

Panoramic image previews will be resized to fit within the preview pane. For a better view, use the Zoom option or the Full Screen button to broaden your view. Note – ShareFile does not alter the source properties of your file, size adjustments are strictly limited to the display within the preview pane.

No File Preview – Unsupported Files or Plan-Specific Limitations

Certain file types, such as those that are considerably large or created with applications that may otherwise alter the file contents in a way that prevents ShareFile from rendering the file preview properly, will not be rendered. The Content Viewer will still be used when clicking on a file, even if a preview is not supported or cannot be generated. In this situation, users can still download the file using the provided Download button.

This feature is available for all ShareFile accounts and plan types. Certain accounts and plan types may be unable to preview files in the preview pane due to industry-specific file storage compliance requirements.


  • No Related Posts

ShareFile Inbox and Sent Messages

The files that will appear in your Inbox are ones that were sent through the web application of this account, selecting the option to Send email using ShareFile. Additionally, files sent through the ShareFile Plugin for Microsoft Outlook will automatically be stored in your Inbox if you were required to log in before downloading the files.

Access the Inbox

The Inbox can be found in the sidebar of your account.

If you do not have an Inbox link, please contact your ShareFile Administrator.

Click the Subject line of a message to access the original message and the download link. The content of the original message will not be available for files sent through the ShareFile Plugin for Microsoft Outlook. If the message has not expired, you may click the Click here to download… link to download the file.

Sent Messages

The Sent Messages section in ShareFile only displays messages sent using the Share a File and Request a File functionality. This folder does not display records of messages sent such as new user welcome emails or upload/download notifications. If you would like to view all sent messages for your account, click on the Sent Messages link in the upper left corner of the web application. You can review the details of a specific message by clicking the Subject of the message. Use the checkbox if you want to resend, expire, or edit message options.

Note: If you wish to un-expire a link, please contact ShareFile Support. If the file associated with the link is no longer present in your account (or the file itself has expired from the File Box), then the link cannot be unexpired.

To archive an item, first locate the item in your Inbox and check the box to the left of the message. Then, click the Archive button to send it to your Archived section. You may Unarchive messages to return them to your Inbox. To do so, select the Archived section and check the message you wish to unarchive. Then, click the Unarchive button and the message will return to your Inbox.

Resend a File

After sending a file, you can resend the message later.

  1. Click the Inbox link in the sidebar.
  2. Select the Sent Messages link
  3. Check the box beside the message you wish to resend, then click the Resend button.
  4. You will be given an opportunity to revise your email options before sending the file.

Expire a Link

After sending a file, you can expire the link later.

  1. Click the Inbox link in the sidebar.
  2. Select the Sent Messages link
  3. Check the box beside the message you wish to resend, then click the Expire button.

Change a Link Expiration Date

After sending a file, you can expire the link later.

  1. Click the Inbox link in the sidebar.
  2. Select the Sent Messages link.
  3. Check the box beside the message you wish to resend, then click the Edit Message Options button.
  4. Use the Download Access Expires menu to adjust the date.
  5. Save.


  • No Related Posts