19.2 Managing Sharing, License Terms, and Comments

For users to be able to share files and folders in Filr, they must be enabled directly or as a group member through this dialog.

Path: Port 8443 Filr Admin Console System > Share and Comment Settings

Table 19-2 Using the Share and Comment Settings dialog

Field, Option, or Button

Information and/or Action

Share and Comment Settings dialog

 

General tab

For a graphical explanation of the settings in this tab, see The General Tab Controls All Filr Sharing

  • Allow all users to share with groups that have been imported from LDAP

  • If you select this option, groups that were imported from the LDAP directory are displayed in the Share with field when users are sharing an item.

    All users in the LDAP group then have access to the item that was shared.

  • User or Group

IMPORTANT:For users or groups to share items in Filr, they must be listed here.

  • User/Group List

    • Name

    • Rights

    • Type

  • This lists the users and groups that are granted rights to share files and folders in Filr.

  • Users that are listed individually and also as members of groups have all of the rights that are granted in their applicable listings.

Grant Share Rights dialog

  • Re-share items

  • When users share a file or folder, they can give the users they are sharing with the ability to re-share the file or folder.

    IMPORTANT:Exercise caution here because even a user's access rights to an item are removed, that does not remove the access rights of the user with whom the item was re-shared.

  • Share with internal users

  • Lets users share items with internal users.

  • Share with “All Internal Users” group

  • Lets users perform a mass share to all internal users by sharing with the All Internal Users group.

  • Share with External Users

  • Lets users share items with users external to the organization through the external users’ email addresses.

  • Email notifications include a link to the shared item. Users can then log in to the Filr site and self provision.

  • Share with the Public

  • Lets users make items publicly available. Anyone with the URL to the Filr site can access the Public folder and see the item along with everything else in the folder.

    Public access requires that you enable Guest access to the Filr site. For information about how to enable Guest access to the Filr site, see Web Browser Access—Default Settings

  • Share using File Link

  • Lets users share a link to a file in Filr.

    Any user with the link can then access the file.

    The file is not displayed in the Public area, so users must have direct access to the link in order to access the file.

    Users can share a link of the Filr file even with email addresses that are listed in the Blacklist field.

Share Expiry Settings

 

  • Allow shares to Never expire

  • By default, Allow shares to Never expire check box is enabled.

  • When this option is disabled, the Never option is not displayed for a user.

  • Share expiry is a zone-specific setting.

  • Already shared files with Never Expire will continue to be the same even after it is disabled. When a user edits, modifies such shares or sends out a notification on that shared file/folder, expiry for those shares is defaulted to 30 days.

  • To remove the never expire for the already shared files, the administrator can choose to run the database script to mark all shares with never expire to a predetermined expiry date. For scripts, see Setting Expiry for Shares with Neverin OpenText Filr 24.4: Maintenance Best Practices Guide

Comment Settings

 

  • Allow Commenting on Files

  • Disabling this option prevents all users from logging comments in Filr.

  • You can also disable commenting for only Guest (Public) users. See Guest access is read only.

File Request Settings

 

  • Allow users to request files

  • Allows you to request files from other users. The user to whom you send the file request receives an email with an upload request link pointing to the location where you want the file to be uploaded.

Share Link Settings

 

  • Allow Share Links to be password-protected

  • By default, Allow Share Links to be password-protected checkbox is disabled.

  • This feature is available only for users with an Advanced, Power External License, and Trial License.

  • When this option is enabled, a user is presented with an option of password-protecting their Share Links at the time of creation or modification.

  • When this option is disabled, the user is not allowed to generate any new password-protected share links. However, users can still manage existing password-protected share links.

  • Apply Filr's Password Policy when setting passwords for Share Links

  • Enable the Apply Filr's Password Policy when setting passwords for Share Links checkbox to allow users to set passwords adhering to Filr's Password Policy.

  • However, if Allow Share Links to be password-protected is disabled and Apply Filr's Password Policy when setting passwords for Share Links is enabled, you can still modify an existing secured share link, and a new password adhering to Filr's Password Policy can always be provided. For information on Filr’s password policy, see Password Security (Local and External Users)

  • When both the checkboxes are disabled, the user can modify the password but will not be mandated to follow Filr's password policy while setting the password.

OK button

  • Click this to save your changes.

Cancel button

  • Click this to cancel the changes you have made.

Whitelist / Blacklist tab

Mode

 

  • No restrictions

  • Lists are ignored and users can share with any email address.

  • Whitelist

  • Allows sharing only with email addresses and domains that have been specified in the Email addresses and Domains fields.

  • Blacklist

  • Disallows sharing with any email addresses and domains that have been specified in the Email addresses and Domains fields.

  • Users with Share using File Link rights can share links of Filr files even with email addresses listed in the Blacklist field.

  • Email addresses list

  • Use the Add and Delete buttons to add and remove email addresses from the list.

  • Domains list

  • Use the Add and Delete buttons to add and remove domains (such as yahoo.com) from the list.

  • Delete shares that don’t meet the criteria

  • Deletes all existing shares in the Filr system that do not match the criteria you set.

    For example, if you selected Blacklist and then specified yahoo.com in the Domains field, selecting this option would delete all Filr shares made to Yahoo email addresses.

OK button

  • Click this to save your changes.

Cancel button

  • Click this to cancel the changes you have made.

External Users Settings tab

 

Phone Number Provisioning

Select one of the following options for provisioning an external user's phone number during self-registration.

  • Optional (Default)

  • The external users may choose to provide their phone numbers.

  • Required

  • The external users must provide their phone number.

  • Not Required

  • The external users need not provide their phone number.

External User License Terms

Allows to define the terms and conditions. The external users must accept the terms and conditions specified here for accessing the shared files or folders. Ensure the text is in HTML format.

  • Display Terms and Conditions

  • Displays the terms and conditions on the self-registration page.

    IMPORTANT:This does not apply to Guest (Public) access.

OK button

  • Click this to save your changes.

Cancel button

  • Click this to cancel the changes you have made.

19.2.1 The General Tab Controls All Filr Sharing

To use Filr sharing, users must listed here, either individually or as a member of a group.