Settings management

As an Administrator, you have the ability to configure sharing, e-mail and file options on your workspace in order to customize its features and adapt it to fit its intended use within your organization.

Maintain greater control over workspace files and shares by configuring the following options:

• Authorized share types

• Duration of share

• Password protection

• Dynamic watermark

• Personalization of sharing emails

• Memos

• Number of file versions

• Sender email address (notifications)

Share settings

Authorized share types

By default, all types of sharing are enabled on your workspace.

As an administrator, you can choose which share types are allowed on your workspace, depending on your business needs and your organization's security policy.

You can:

• Allow / forbid sharing via link.

• Allow / forbid sharing via email and drop box.

• Allow / forbid collaborative sharing.

For example, if you wish to restrict use of the workspace to internal collaboration, you can restrict sharing exclusively to collaborative folders, accessible only to users with an account on that workspace.

This prevents any external distribution via hypertext link, e-mail or attachment (PostFiles plugin).

Conversely, if you want your workspace to be used for file transfer only, you can disable collaborative sharing and authorize sharing via link or e-mail.

Allow / forbid sharing via link

1. In the navigation panel along the left side of the page, select Settings, then Shares.

2. Enable or disable the Allow unauthenticated shares via link toggle switch.

3. Click Save twice, then click Confirm to confirm your choice.

   If you choose to disable sharing via link, existing shares will be deactivated and the feature will no longer appear on your workspace.

Go back to Share type to enable or disable sharing via link in your workspace.

Allow / forbid sharing via email

1. In the navigation panel along the left side of the page, select Settings, then Shares.

2. Enable or disable the Allow unauthenticated shares via email toggle switch.

3. Click Save twice, then click Confirm to confirm your choice.

   If you choose to disable sharing via email, existing shares will be deactivated and the feature will no longer appear on your workspace. This includes drop boxes.

Go back to Share type to enable or disable sharing via email in your workspace.

Allow / forbid collaborative sharing

1. In the navigation panel along the left side of the page, select Settings then Shares.

2. Disable the Allow authenticated shares (collaborative share) toggle switch.

3. Click Save twice, then click Confirm to confirm your choice.

   If you choose to disable collaborative sharing, existing shares will be deactivated and the feature will no longer appear on your workspace.

Go back to Share type to enable or disable collaborative sharing in your workspace.

Duration of share

Manage the lifecycle of files shared via email from your company workspace or from your personal inbox using the PostFiles plugin:

• The default share duration, allows you to define a default end-date value for files shared from your company workspace. However, it should be noted that this value will only be applied if the sender chooses to apply the end-date option when sharing the files/folders.

• The maximum share duration, allows you to restrict the maximum amount of time for which files may be made available when shared from your company workspace.

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

2. In the Duration of share section, click the Default share duration drop-down menu to set the default file availability period (from 1 day to 3 years).

3. If you want to enforce a limit on the availability of shares, click the Maximum share duration drop-down menu to set the maximum file availability period (from 1 day to 3 years).

4. Click Save.

Return to this section at any time to make changes.

End-of-share alert

By default, users who define a share end-date can choose to receive an end-of-share alert. When enabled, the sender of the share receives an email notification 48 hours before the share expires, and can modify the share-end date if an extension is needed.

1. In the navigation panel along the left side of the page, select Settings.

2. To manage the end-of-share alert settings, go to the Duration of share section and click the End of share alert drop-down menu.

3. Select a default behavior for the end-of-share alert:

   • Disabled, modifiable by user

   • Disabled, non modifiable by user

   • Enabled, modifiable by user

   • Enabled, non modifiable by user

   If you allow users to modify this setting, they will be able to choose whether to enable the end-of-share alert.

4. Click Save.

Return to this section at any time to make changes.

Password protection

Add an additional layer of security to shared files by activating password protection on your workspace.

By default, users will be able to deactivate password protection on a file by file basis. However, if you would like, you can change this setting to require the use of a password to access all shared files.

There are two password protection options:

• One-time password (OTP)

  Available for sharing via email only, this password is generated and sent by the platform automatically when a recipient tries to access the share. It can only be used once and expires after 30 minutes.

• Personalized password

  Available for sharing via link or email, this password is defined by the owner of the share. It is the same for all recipients and can be used more than once.

1. In the navigation panel along the left side of the page, select Settings then Shares.

2. To manage the password protection settings, go to the APccess torotect share section and click the drop-down menu corresponding to the option you'd like to enable :

   • Protection via OTP (one-time password)

   • Protection by personalized password

3. Select a default behavior for the password protection option:

   • Disabled, modifiable by user

   • Disabled, non modifiable by user

   • Enabled, modifiable by user

   • Enabled, non modifiable by user

   If you allow users to modify this setting, they will be able to choose whether to enable password protection.

4. Repeat these steps if you'd like to configure a second password protection option.

5. Click Save to activate this option on your workspace.

Return to this section at any time to make changes.

Restriction of access permissions

Maintain better control over collaborative shares by defining which access permissions you want to make available to workspace users.

The Share permissions section allows you to define the highest access permissions level that users can assign to recipients of their collaborative shares.

1. In the navigation panel along the left side of the page, select Settings then Shares.

2. To define which access permissions may be assigned to a share recipient, go to the Share permissions section and drag the cursor to the highest access permission level you want to make available to users:

   Access permissions	Actions available to share recipient
   View	view only.
   Download	view and download.
   Edit	view, download, upload and edit.
   Organize	view, download, upload, edit and delete.
   Collaborate	view, download, upload, edit, delete and share.

3. To define which access permission is selected by default when creating collaborative shares, click the icon next to that permission.

4. Click Save.

Only the access permissions selected in the Share permissions section will be displayed when workspace users create collaborative shares.

Restriction of access permissions in the Sharing Administration module

Available access permissions when creating a collaborative share

Return to this section at any time to make changes.

Delete files when share ends

By default, users can enable a setting that will delete files shared via e-mail once the share expires. When enabled, shared files will be automatically deleted from the workspace at the end-of-share date. However, the deleted files can still be found in their owner's trash.

1. In the navigation panel along the left side of the page, select Settings.

2. To manage the automatic deletion settings, go to the Shared files section and click the Automatic deletion of files when share expires drop-down menu.

3. Select a default behavior for the automatic deletion of files:

   • Disabled, modifiable by user

   • Disabled, non modifiable by user

   • Enabled, modifiable by user

   • Enabled, non modifiable by user

   If you allow users to modify this setting, they will be able to choose whether to enable automatic deletion of files when a share expires.

4. Click Save.

Return to this section at any time to make changes.

Dynamic watermark

Enable the dynamic watermark option to better protect shared workspace files. When enabled, this option automatically transforms shared Microsoft Office, TXT and AutoCAD files into dynamically watermarked PDFs.

As a result, once the share is received and viewed/printed/downloaded, every page of the document will include the share recipient’s name and the date of the share. However, when a file is shared via link, the link creator’s information is displayed instead of the recipient’s.

1. In the navigation panel along the left side of the page, select Settings then Share options.

2. Define the share types for which you want to enable the dynamic watermark by selecting the corresponding option:

   • Add a watermark to files shared via email or link

   • Add watermark to collaborative shares

   To allow the user to modify this setting, select Allow the user to change this option.

   To prevent the user from modifying this setting, deselect the option Allow the user to change this option.

3. Click Save to activate on your workspace.

Personalization of email content

This option, which is enabled by default, allows workspace users to personalize the content of sharing emails.

You can disable/re-enable this option at any time in the share options.

1. In the navigation panel along the left side of the page, select Settings and then Shares.

2. Enable or disable the Allow personalization of e-mail content setting to allow or prevent personalization of sharing emails.

3. Click Save.

Return to this section at any time to make changes.

File settings

Maximum number of versions allowed

The collaboration application automatically generates a new version each time a file is edited on the platform. By default, the platform keeps the ten latest versions of a file, so that users may retrieve an earlier version if needed.

As an Administrator, you can define the maximum number of versions to keep for workspace files.

1. In the navigation panel along the left side of the page, select Settings, then Files.

2. Enter the number of versions to keep in the Maximum number of file versions field.

3. Click Save to update the maximum number of versions allowed on your workspace.

Return to this section at any time to make changes.

Email settings

When collaborating within the Oodrive solution, users will automatically receive email notifications about shared files and platform activities.

By default, these notifications are sent from the address “notifications@oodrive.com”. The sender name, however, depends on the type of notification:

• “Notification” for general platform activity notifications

• The first and last name of the user who created an account or a share

As an administrator, you have the option to customize both the sender address and the sender name.

Configure the sender email address

You can set up a generic sender address for the notifications sent by the platform. You can also choose to use this address to centralize responses from recipients.

1. In the navigation panel along the left side of the page, select Settings and then Emails.

2. Go to the Sender email address section and enter a new sender email address in the field provided.

   

3. If you want recipients' replies to be redirected to this mailbox, check the box Use this address to collect responses to the sender (reply to).

   

4. Click Save.

Modify the sender emails at any time by returning to the Emails section and saving your changes.

Set up a generic sender name

By default, when a user creates an account or a share (collaborative, via drop box, or via email), their name appears as the sender in the notification emails sent to recipients.

However, it is possible to configure a generic sender name that will replace the personal information of the user who performed the action.

1. In the navigation panel along the left side of the page, select Settings and then Emails.

2. Go to the Sender name section and select Use a generic name for all emails sent.

3. Enter the generic name you would like to use in the field and click Save.

   This name will appear in the email subject line and message body.