Send a Document for Signature in ShareFile

1. To send a document for signature from ShareFile, right-click on the document and select Send for Signature.

Right clicking the document will provide a list of actions

2. You will be redirected to your RightSignature account. The document will upload to RightSignature. Add additional documents to send for signature if necessary.

3. When done, click Prepare Document.

The document will then be uploaded to RightSignature automatically.

4. Enter the signers’ name and email address.

Note: Email addresses for each signer needs to be unique.
Note: If you add multiple signers to a single document, you can designate signers to their own Request Field. After placing a Request Field in the document, double-click the field to open up additional options. Use the drop-down menu to assign the appropriate signer to complete the field. Read more about available fields and annotations here.

5. When finished, click Next: Place Fields.

Next, input the full name and email address of the document signers.

6. On the next screen, you will create the request and annotation fields for the document signers.

7. When finished, click Next: Review.

Next you can place the fields in which your signers can input information and signature.

8. Finally, add or edit a customized name and message, add CC’s, and add an optional document passcode.

9. Click Send or Save Document when done.

The Review step allow for you to apply a personalized message and add any additional CC's to the document.

10. Once completed, the signed document will upload to the ShareFile folder it was sent from (with “-signed” added to the file name).

Once signed by all parties, the document will automatically return, signed and completed, to the folder in which it was sent.


Slow Transfers While Downloading From or Uploading to ShareFile

Numerous factors outside of ShareFile’s control could potentially impact your overall download or upload speed.

Size – Large files take longer to download/upload than small files. Many small files can take longer to download than one large file. Deep folder structures take longer to download/upload than simpler folder structures

ISP Capability

  • Your download or upload speed may vary depending on the quality of your connection, the presence of other users on your network such as in a shared or office environment, and various other factors related to your ISP. If your download or upload speeds are not satisfactory, please check your connection and consult your ISP.
  • If you are a customer located in the United States and would like to know more about national broadband availability and advertised vs actual average speeds, click here to view a 2015 study conducted by the Federal Communications Commission.
  • In the event that ShareFile is experiencing a significant issue with storage servers or infrastructure that is impacting customer downloads or uploads, real-time updates will be posted at You can subscribe to be alerted about future occurrences by phone or email.

Geographic Proximity

  • Under normal circumstances, the farther your data has to travel, the longer it will take to download/upload. ShareFile servers are located in multiple locations around the world. If your account’s files are stored primarily on the eastern coast of the US, for example, then upload or download speeds from China or Australia may be impacted by geographic proximity.
  • If you believe you are communicating with servers that are geographically distant to your working location, please reach out to ShareFile customer support about updating your primary storage server.


Set Up ShareFile and Microsoft Teams

ShareFile should be listed as a Cloud Storage option within Microsoft Teams, under the Files tab.

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Files > Add Cloud Storage > ShareFile > Sign into ShareFile (enter your credentials)

Once signed in, you can access ShareFile files right from your Teams account.

ShareFile missing from the Cloud Storage list?

  • If ShareFile isn’t listed, you may need to enable ShareFile for your Teams account.
  • Your Office 365 Admin should sign into the Admin Portal and navigate to Settings > Services & Add-Ins > Microsoft Teams > (Turn on ShareFile).

Note: On-Prem Accounts + Requirements

Customers using Citrix storage zones controller to store files in an on-prem environment will need to have set up the following in order to access files via Microsoft Teams.


FAQ – File sharing request

I’m a client receiving a file request. What do I do?

When a ShareFile user sends you a Share a File link with the “Require User to Login” option checked, you will be asked to create a ShareFile account in order to access the link you have received. If the ShareFile user sent you a file request via the ShareFile Email System, you will receive an email with a link, as shown below.

  1. Click the link to activate your account.
  2. Before you can upload files, you must set a password for your account. For security reasons, please do not close the browser window or navigate away from this page until you have configured your password. If the ShareFile user does not permit users to set their own passwords, your password will be displayed here.
  3. Once you have set your password and clicked Save, you can upload files.

I closed the window before setting my password. How should I proceed now?

Don’t worry. Simply return to the original email message and click on the link again. Instead of a password configuration page, you will be sent a new email message. Check your Inbox for a new email message containing an activation code. This code must be entered in the field shown above within one hour.

Why do I have multiple emails with activation codes? Which one should I use?

  • The first time you click the link in your message, you will be taken to the password configuration page shown further up in this section.
  • If you clicked the link but then didn’t finish setting your password information, an activation code will be generated every time you click the link in the original email message.
  • In order to verify your account, you must use the most recent activation code in your Inbox.


ShareFile Does Not Convert Images .HEIC to JPEG When Uploaded from iOS

On iOS devices, when uploading photos taken by the device camera, they are in .HEIC format, which is not readable by computers as it’s a proprietary format.

In other Secure Applications, the file is converted during the upload process to JPEG. The ShareFile mobile application does not have that function.


Permission to view users' File Boxes – ShareFile

In order to give users the ability to view all File Boxes, you’ll need to be an Administrator first to toggle this for other employees.

If you have this ability, then you can navigate to any employee’s profile from People, and then Browse Employees on your ShareFile dashboard. Clicking into any of their profiles will show you their current permission levels at the bottom of the page.

The settings you’d need active will be under the Files and Folder category titled, Use personal File Box and Access others users’ File Boxes and Sent Items.


Need to update my server before upgrading to the latest version of storage zones controller

Scenario 2:

If you already have a Windows 2012/2016 server with the storage zones controller application already installed.

Upgrading Windows 2012/2016 server with storage zones controller 1.x, 2.x, 3.x, or 4.x

NOTE: You cannot upgrade Windows 2008 R2 to storage zones controller 5.10.

  1. Upgrade the Windows 2012/2016 SZC software to (5.10) following the upgrade process here:
  1. Test an upload/ download to the on premise storage zone and make sure that the data is accessible.


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ShareFile Data Migration Tool – Data Only

Transfer Type – Data Only

Option used to migrate only data from source to ShareFile.

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  • Select directory to transfer : Use the browse button to select the source folder that you wish to migrate to ShareFile.
  • Choose destination : Select the upload destination folder within your ShareFile account.
  • Configure transfer options :
    • Schedule Transfer – Allows you to schedule the migration in specific time frame. Enable the option and select the scheduler.
    • Create a root folder to contain the transferred folders -This will create a folder on the root level and migrate all folders from this transfer inside of it
    • Don’t upload files with more recent modified time on ShareFile – Enabling this option would not upload files when most recent file is present in destination folder selected in ShareFile.

Once all option are selected and clicked on Continue button, you will be provided with Pre Migration view

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Pre-Migration View

1) Migration type – Specifies the type of transfer selected by the Admin

2) Source – Specifies the location from where the data is being migrated

3) Destination – Specifies the location to which the data is being migrated to

4) Total number of files – Count of files being migrated

5) Total Size – Total size being migrated

6) Expected Time – Approx. time that would be taken for the migration

7) File Types Excluded – Displays list of file type
s excluded. “Exclude” link provided to exclude any files from migration. Below view would be presented when clicked on same.

  • User can unselect the file types which needs to be excluded as part of migration.
  • Once un-checked the file types to be excluded , Click on Next Button.

If “Limit Transfer to certain file types” option is enabled – Below screen would be displayed.

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8) Items Unable to Transfer – Displayed files/folders which are inaccessible and would not be migrated. If there are any files /folders which are inaccessible then link to Review the same would be provided. Below view would be provided clicking on same.

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Files and Folders would be inaccessible if the user who is currently logged in does not have required permissions or if files are being currently used by other applications. Resolve the permission issue or close any application using the files and proceed with migration.

Note – Files/Folders which are inaccessible would not be migrated. You can still click on Transfer Files to proceed with the migration even when there are inaccessible files/folders.



ShareFile Outlook Plugin Known Issues

The ShareFile Outlook Plugin is not supported with any 3rd party service or add-in and cannot be guaranteed to function properly when used in conjunction with other add-ins. This includes (but is not limited to) meta-data scrubbers, SmartVault, iTunes, Grammarly, NETDocuments, and other add-ins. If you are using an antivirus program or add-in such as Norton, Kaspersky or McAfee, please take steps to add ShareFile as an exception to your apps. Metadata Scrubbers may interfere with the ShareFile Plugin for Microsoft Outlook. It is recommended that any metadata scrubber add-ons be disabled in order for the ShareFile Plugin to function properly. Likewise, Exchange Alternatives (such as Kerio Connector) are not compatible with the ShareFile Plugin and may block the plugin from functioning correctly. ShareFile recommends disabling these add-ons.