{"id":34307,"date":"2022-09-09T10:28:14","date_gmt":"2022-09-09T15:28:14","guid":{"rendered":"https:\/\/www.filecloud.com\/blog\/?p=34307"},"modified":"2022-09-11T02:45:13","modified_gmt":"2022-09-11T07:45:13","slug":"filecloud-best-practices-how-to-maintain-external-user-accounts","status":"publish","type":"post","link":"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-maintain-external-user-accounts\/","title":{"rendered":"FileCloud Best Practices: How to Maintain External User Accounts"},"content":{"rendered":"<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34315\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-External-Accounts-Banner.png\" alt=\"\" width=\"2560\" height=\"1440\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-External-Accounts-Banner.png 2560w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-External-Accounts-Banner-300x169.png 300w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-External-Accounts-Banner-1024x576.png 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-External-Accounts-Banner-768x432.png 768w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-External-Accounts-Banner-1536x864.png 1536w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-External-Accounts-Banner-2048x1152.png 2048w\" sizes=\"(max-width: 2560px) 100vw, 2560px\"><\/p>\n<p>Following our <a href=\"https:\/\/www.filecloud.com\/blog\/2022\/08\/filecloud-best-practices-how-to-use-private-shares-and-external-user-accounts\/#.YxErKHbMK3A\">blog post<\/a> about secure file sharing with external accounts, this blog post will cover how to maintain those accounts (remove\/delete after a custom number of days).<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_63 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title \" >Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-maintain-external-user-accounts\/#Enable_Automatic_DeletionDisabling_of_External_Accounts\" title=\"Enable Automatic Deletion\/Disabling of External Accounts\">Enable Automatic Deletion\/Disabling of External Accounts<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-maintain-external-user-accounts\/#Create_a_Workflow_to_DisableDelete_External_Accounts_Automatically\" title=\"Create a Workflow to Disable\/Delete External Accounts Automatically\">Create a Workflow to Disable\/Delete External Accounts Automatically<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-maintain-external-user-accounts\/#Define_the_Workflow_Parameters\" title=\"Define the Workflow Parameters\">Define the Workflow Parameters<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-maintain-external-user-accounts\/#Set_the_Automated_Action_Delete_the_Account\" title=\"Set the Automated Action: Delete the Account\">Set the Automated Action: Delete the Account<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-maintain-external-user-accounts\/#Define_Notification_Rules\" title=\"Define Notification Rules\">Define Notification Rules<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-maintain-external-user-accounts\/#Name_the_Workflow\" title=\"Name the Workflow\">Name the Workflow<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-maintain-external-user-accounts\/#Conclusion\" title=\"Conclusion\">Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Enable_Automatic_DeletionDisabling_of_External_Accounts\"><\/span>Enable Automatic Deletion\/Disabling of External Accounts<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>In the previous \u201cBest Practices\u201d post, we outlined how to automatically create external accounts. We also explored the benefits of automatic account creation and how this process improves your security and your internal and external user experience.<\/p>\n<p>Those accounts will stay on your FileCloud server even after the shares have expired. FileCloud offers unlimited external accounts, so you don\u2019t need to worry about exceeding a certain limit. However, these accounts can accumulate over time and become messy to manage.<\/p>\n<p>You can remove them manually, but there is a better way: configure a \u201cWorkflow\u201d action to remove them periodically.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Create_a_Workflow_to_DisableDelete_External_Accounts_Automatically\"><\/span>Create a Workflow to Disable\/Delete External Accounts Automatically<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Log in to your admin portal and create a \u201cNew\u201d admin workflow:<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34308\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-Accounts-via-Workflow-Figma.jpg\" alt=\"Manage External Accounts with Workflows\" width=\"884\" height=\"506\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-Accounts-via-Workflow-Figma.jpg 884w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-Accounts-via-Workflow-Figma-300x172.jpg 300w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Manage-Accounts-via-Workflow-Figma-768x440.jpg 768w\" sizes=\"(max-width: 884px) 100vw, 884px\"><\/p>\n<p>Choose the condition \u201cIf a user\u2019s last login is older than\u2026.\u201d<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34309\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Select-Workflow-Condition-Figma.jpg\" alt=\"Select Workflow Condition\" width=\"893\" height=\"759\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Select-Workflow-Condition-Figma.jpg 893w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Select-Workflow-Condition-Figma-300x255.jpg 300w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Select-Workflow-Condition-Figma-768x653.jpg 768w\" sizes=\"(max-width: 893px) 100vw, 893px\"><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Define_the_Workflow_Parameters\"><\/span>Define the Workflow Parameters<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34310\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Define-Workflow-Parameters-Figma.jpg\" alt=\"Define workflow parameters\" width=\"613\" height=\"744\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Define-Workflow-Parameters-Figma.jpg 613w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Define-Workflow-Parameters-Figma-247x300.jpg 247w\" sizes=\"(max-width: 613px) 100vw, 613px\"><\/p>\n<p>In this example, we are setting the following parameters:<\/p>\n<p>\u201clast_login_days_ago\u201d:\u201d60\u2033 -&gt; If the user hasn\u2019t logged in the last \u201c60\u201d days.<\/p>\n<p>\u201cday_interval\u201d: \u201c1\u201d -&gt; How often do we want this workflow to execute? We are configuring it to run every day: \u201c1\u201d<\/p>\n<p>\u201cuser_account_type\u201d:\u201dUSER_ACCOUNT_LIMITED_ACCESS\u201d -&gt; Restrict the workflow to only execute on External accounts.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Set_the_Automated_Action_Delete_the_Account\"><\/span>Set the Automated Action: Delete the Account<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>In this next step, set the action that will be executed when the parameters are met. To delete the account, simply select \u201cDelete user account.\u201d However, as you can see from the screenshot below, there are a variety of options you can take to suit your operational needs.<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34311\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Select-Workflow-Action-Figma.jpg\" alt=\"Select workflow action\" width=\"884\" height=\"506\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Select-Workflow-Action-Figma.jpg 884w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Select-Workflow-Action-Figma-300x172.jpg 300w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Select-Workflow-Action-Figma-768x440.jpg 768w\" sizes=\"(max-width: 884px) 100vw, 884px\"><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Define_Notification_Rules\"><\/span>Define Notification Rules<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Now you can define the notification rules, which can include sending an email to an admin and\/or informing the user that the account is being deleted (set to the option to \u201c1\u201d if desired)<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34312\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Define-Notification-Rules-Figma.jpg\" alt=\"Define notification rules in workflow\" width=\"613\" height=\"642\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Define-Notification-Rules-Figma.jpg 613w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Define-Notification-Rules-Figma-286x300.jpg 286w\" sizes=\"(max-width: 613px) 100vw, 613px\"><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Name_the_Workflow\"><\/span>Name the Workflow<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34313\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Name-Workflow-Figma.jpg\" alt=\"Name workflow\" width=\"962\" height=\"759\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Name-Workflow-Figma.jpg 962w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Name-Workflow-Figma-300x237.jpg 300w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/09\/Name-Workflow-Figma-768x606.jpg 768w\" sizes=\"(max-width: 962px) 100vw, 962px\"><\/p>\n<p>This workflow will run daily and remove external accounts that haven\u2019t logged in within the last \u201c60\u201d days. You can set the number of days you prefer and the action you want; for example, disable the account, change user status, notify the user that their account will expire soon, etc.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>With this automation in place, you can maximize the benefits of secure file sharing by automating the creation <em>and<\/em> maintenance of external user accounts. It\u2019s one solution within FileCloud among many that contribute to a more efficient and secure content collaboration platform. In the next blog post, we\u2019ll cover how to set up external accounts with two-factor authentication (2FA) to maximize security and prevent unauthorized access to your FileCloud environment.<\/p>\n<p>\u00a0<\/p>\n<p><strong>Article written by Daniel Alarcon, Technical Support Manager | Edited by Katie Gerhardt, Junior Product Marketing Manager<\/strong><\/p>\n<p>\u00a0<\/p>\n<p>\u00a0<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Following our blog post about secure file sharing with external accounts, this blog post will cover how to maintain those accounts (remove\/delete after a custom number of days). Enable Automatic Deletion\/Disabling of External Accounts In the previous \u201cBest Practices\u201d post, we outlined how to automatically create external accounts. We also explored the benefits of automatic [&hellip;]<\/p>\n","protected":false},"author":31,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[18,1,20],"tags":[1013,1796,1252,1784,1795],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.13 (Yoast SEO v20.13) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>FileCloud Best Practices: How to Maintain External User Accounts - FileCloud blog<\/title>\n<meta name=\"description\" content=\"Manage external accounts in FileCloud with workflow automation! Follow our step-by-step instructions to streamline account management.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-maintain-external-user-accounts\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"FileCloud Best Practices: How to Maintain External User Accounts\" \/>\n<meta property=\"og:description\" content=\"Manage external accounts in FileCloud with workflow automation! 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