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File sharing policies

The following polices can be set in the Admin Console under:

 Policies → (Manage Policy set) →  Security → File Sharing:

  • Shared Links Access Policy
  • Shared Links Expiration Policy
  • Shared Links Geo-location Privacy Policy
  • Shared Links Password Protection Policy

File sharing policies include the ability to control how your company files are protected both inside and outside the company when sharing with other users. These policies apply to the Desktop, Mobile, Web clients and Syncplicity for Outlook Add-ins. 

NOTE: The policy settings in the Outlook Add-in tab affect both the Syncplicity for Outlook Add-in for Office 365 and Syncplicity for Outlook Windows Add-in.

Apply to all clients option

By default, Apply to all clients is selected and one set of policies for all clients is displayed, including the Syncplicity for Outlook Add-ins. When the Apply to all clients box is selected the same settings apply to all clients and the separate tabs for Desktop, Mobile and Web clients and Outlook Add-in are not shown.

To have different settings for Syncplicity for Outlook Add-ins uncheck the Apply to all clients box for each policy. The separate tabs for Desktop, Mobile and Web clients and Outlook Add-in are shown. This allows you to configure a different policy for links shared via email. 

NOTE: The Shared Links Geo-location Privacy Policy does not have the Apply to all clients option.

Shared Links Access Policy

This policy allows you to restrict access to files available via shared links.

  • By default, there are no restrictions on who can download a file through a shared link that was sent to them.
  • You may configure this policy to require all company users to create shared links that are accessible by specific recipients, inside or outside your company account, only after they have logged-in to authenticate themselves. If recipient login policy is not set, users can still specify this preference when creating Shared Links.
  • Alternatively, you may configure this policy to only allow shared links for internal use after users have authenticated themselves. Internal access to shared links is available only to company users with provisioned Syncplicity user accounts.
  • If requiring recipients to log in, you can enable the Secure Shared File feature to protect documents externally or both internally and externally. 

This policy requires, as a minimum, the version listed for each of the following Syncplicity client:

  • Windows client 2.5.4892 or higher
  • Macintosh client 3.4.1.3 or higher
  • Android app 2.2.4 or higher
  • iOS (iPad/iPhone) app 2.3.2 or higher
  • Windows 8 / Windows Phone 8

Shared Links and File Protection Expiration Policy

This policy enforces shared links to expire and can be set to expire after the set number of days.

  • By default, all shared links never expire. Note that users can still choose to expire the shared link when creating the shared link.
  • You may configure this policy to set the number of days after which all shared links automatically expire. Users cannot download files after a shared link has expired. The number of days for expiration starts from the date of shared link creation and follows a 24 hour cycle, and the number of days can be anything between 1 and 999.

NOTE: The File Protection part of the policy is available only when you have the Secure Shared Files feature.

This policy requires:

  • Windows client 2.5.4892 or higher
  • Macintosh client 3.4.1.3 or higher
  • Android app 2.2.4 or higher
  • iOS (iPad/iPhone) app 2.3.2 or higher

Shared Links Geo-location Privacy Policy

This policy enforces whether a sender of a shared link is able to track the geo-location where the files are downloaded as a result of their shared link. The Geo-location of a downloaded file is tracked based on the IP address of the machine requesting the download.

  • By default, users in your organization can view users and the geo-location information about where the download occurred.
  • You can choose to not expose this information to the sender of the file if there are any privacy concerns. However, this information is still available for reporting and auditing of shared links.

This policy requires the following clients:

  • Android app 3.0 or higher
  • iOS iPad app 3.0 or higher

Shared Links Password Protection Policy

This policy enforces whether a password is required before sending shared links.

  • By default, no password is required to download files using shared links.
  • You may configure this policy to require users to specify a password of a minimum character length that is required before recipients can download the file using a shared link. If the administrator has not set this policy, users can still require passwords when creating the Shared Link.
  • For Outlook Add-in for Office 365 clients ONLY, when the option to Use auto generated passwords only is selected, passwords are ONLY auto generated and cannot be changed or reused by the user.  

This policy requires the following Syncplicity clients:

  • Windows client 2.5.4892 or higher
  • Macintosh client 3.4.1.3 or higher
  • Android app 2.2.4 or higher
  • iOS (iPad/iPhone) app 2.3.2 or higher
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