File management

Manage workspace files and configure the following options:

  • Automatic deletion of files

    Automatically delete obsolete files from your company's workspace.

  • Authorized/prohibited file types

    Restrict permitted file types to control the types of files that can be uploaded to your company’s workspace.

  • Trash

    Manage the trash retention settings and perform file restoration to restore workspace files that have been accidentally deleted.

Automatic deletion of files

You can automatically delete obsolete files from your workspace. To do this, you need to define a time period after which an unused file should be deleted. This time period is reset each time the file is modified.

Deleted files are moved to the trash. They can then be restored until the trash is emptied.

Important

Automatic deletion affects all files in your workspace, regardless of who owns them.

  1. In the navigation panel along the left side of the page, select the File management section.

  2. Enable or disable the Automatically delete files from entire workspace after a specified time option.

  3. If you have enabled the automatic deletion option, select the time period after which unmodified files will be deleted (from 1 day to 3 years).

  4. To prevent automatic deletion of documents still being shared, you can enable the Do not delete files shared via email option.

    Important

    if The Do not delete files shared via email option is enabled:

    • Files shared via email will not be automatically deleted from your workspace, unless the user has chosen to enable the Delete files when the share is over option.

    • Files shared via email or via link remain available to recipients, even if the original has been deleted from your workspace.

  5. Click Save.

Return to this section at any time to make changes.

File types

If you would like to limit the permitted file types that can be uploaded to your company’s workspace, this can be done by including or excluding specific file categories and file types e.g.: archive (ar, arj, bz2), audio (wave, mp3, real audio), document (html, MS Office, PDF), executable (exe, class, pl), image (jpeg, tiff, png) and video files (avi, mov, wmv).

  1. In the navigation panel along the left side of the page, select the File management section.

  2. In the Filtering section, enable the Filter files setting, then click Define filters.

  3. To filter by exclusion, select Do not allow file types.

    To filter by inclusion, select Allow only these file types.

  4. Next, select the applicable file types.

    To select an entire file category, select any of the following file types:  archive, audio, document, executable, image and video file types.

    To select specific file extensions, click on the arrow to the left of the file category and choose the file extensions to exclude/include.

  5. Click Save.

Return to this section at any time to make changes.

Trash

Manage the trash retention settings for your workspace and perform file restoration for users to restore files before they are permanently deleted.

Trash retention

  1. In the navigation panel along the left side of the page, select the File management section.

  2. Click the Delete files in trash after drop-down menu and select the time period before permanently deleting files in the trash (from 1 day to 3 years).

  3. Enable or disable the Allow users to empty their trash setting, depending on whether you want to allow or prevent this action.

  4. Click Save.

Return to this section at any time to make changes.

Permanent deletion

  1. In the navigation panel along the left side of the page, select File management, then select Trash.

  2. From the Trash section, you can view the following details regarding each deleted item:

    • File name

    • Original location

    • Owner

    • Date deleted

    • File size

  3. To permanently delete individual files, select the file(s) that you would like to remove in the File name column and click Delete selection, then click Confirm.

    To permanently delete all files in the trash, click Empty trash in the upper-right corner of the page, then click Confirm.

Ressources