Policies

Policies are available in FileCloud 17.3 and later.


You can manage users and groups easily using policies.

  • Policies enable you to manage settings at the user or group level
  • One policy record manages multiple policy settings
  • The policy record can be associated with a user or group

To manage FileCloud policies, click Settings in the navigation pane, and then click the Policies tab.



The policy values in Table 1 are managed in a policy record.

Client Application Policy Default Value Version Available
Mobile Application Policies
Require Passcode for Mobile AppsNO
Disable Mobile Apps from ConnectingNO
Disable "Edit" Option in Mobile AppsNO
Disable Printing in Mobile AppsNO
Disable Downloads in Mobile AppsNO
Disable "Open With" in Mobile AppsNO
Disable Sharing in Mobile AppsNO
Disable "Add to Favorite" in Mobile AppsNO
Disable Configuration Changes in ClientsNO
Apply Configuration in Client

2FA
Enable 2FA

NO


2FA Delivery ModeEmail
Notifications
Disable All NotificationsNO
Disable User Override of Notification SettingsNO
Disable Add NotificationNO
Disable Update NotificationNO
Disable Delete NotificationNO
Disable Download NotificationNO
Disable Preview NotificationNO
Disable Lock/Unlock NotificationNO
Disable Share NotificationNO
Disable Rename NotificationNO
Disable Self NotificationNO
General
Share ModeAll (public and private)
Default Share Expiry in Days0
Default Max Number of Downloads Allowed0
User Storage Quota2GB
Enable Privacy SettingsNO
Store Deleted FilesNO
Automatically Delete Files from Recycle Bin After Set Number of Days0
Do Not Store Deleted Files Greater Than100 MB

Enable Basic Authentication (appears if enabled, see Enabling Basic Authentication)

Disable


User Policy
Disable User InvitesNO
Create Account on New User SharesNO
Enable Code Based Client AuthenticationNO
Admin Approval Required for Code Based AuthenticationNO
(Only enabled if Enabled Code Based Client Authentication is set to YES.)

Enforce Session Timeout for DevicesNO
(Only enabled if Enabled Code Based Client Authentication is set to YES.)

Allow Folder Level SecurityYES
Enable Web Edit FeatureYES
Enable Recycle Bin Clear FeatureYES
Disallow Default Share Settings ChangeNO
Disable Everyone Group SharingNO
Allow New Group CreationNOFileCloud 21.2
Allow User Group Management (Add and Remove users)NOFileCloud 21.2
Allow Group DeletionNOFileCloud 21.2
Disable Workflow AutomationNOFileCloud 21.2
Require Share Approval WorkflowNOFileCloud 21.2
Selected Workflow (only appears if Require Share Approval Workflow is set to YES)Select a WorkflowFileCloud 21.2
Max File Size Limit0FileCloud 22.1
Save Zip File Session PasswordYESFileCloud 22.1


Working with Policy Records


Watch a video on Accessing Policy Records.



To access a policy record:

  1. Log into the Admin Portal.
  2. Click Settings.
  3. Click the Policies tab.


Watch a video on Creating a New Policy Record.


To create a policy:

  1. Log into the Admin Portal.
  2. Click Settings.
  3. Click the Policies tab, and then click the New policy button.
  4. In the New policy window, in Policy Name, type in a unique identifier for this policy, and then click Create.
  5. On the Policies tab, in the Manage Policy section, select the policy you just created.
  6. To configure the policy, click the edit policy icon .


(lightbulb) Instead of creating a new policy, you have the option to copy an existing policy.

To copy a policy:

  1. Log into the Admin Portal.
  2. Click Settings.
  3. Click the Policies tab.
  4. In the Manage Policy section, select the policy you want to copy.
  5. To copy the policy, click the copy policy icon .


A policy can be assigned to one ore more user or group.

To assign a user to a policy:

  1. Log into the Admin Portal.
  2. Click Settings.
  3. On the Policies tab, to open the Manage Policy Users window, click the users icon .
  4. In the Manage Policy Users window, in Available Users, select a user.
  5. Use the arrow to move the user to the Policy Users list box.
  6. To save your changes, click Close.

 

To assign a group to a policy:

  1. Log into the Admin Portal.
  2. Click Settings.
  3. On the Policies tab, to open the Manage Policy Groups window, click the groups icon .
  4. In the Manage Policy Groups window, in Available Groups, select a group.
  5. Use the arrows to move the group to the Policy Groups list box.
  6. To save your changes, click Close.

 


Beginning with FileCloud Version 21.3, you can see which users and groups are members of a policy by exporting them.

To export policy members:

  1. Go to Settings > Policies.
  2. Under Actions for the policy, click the right arrow icon.

    A csv file listing the individual users in the policy and users in groups in the policy is exported. The file includes the following fields:


Manage the Recycle Bin Using Policies

An effective policy for a user is calculated on multiple factors as shown in Figure 2.

Figure 2. Effective Policy Calculation Flow Chart


Policy Selection Scenarios

Case 1: User with no policy assigned : Global Default Policy will be used 

Case 2: User with specific policy assigned: Assigned policy will be used

Case 3: User is a member of multiple groups, No Policy is assigned to user or group: Global Default Policy will be used

Case 4: User is member of multiple groups and multiple groups have policies: One of the group policy will be used (Randomly selected). 

Case 5: User is a member of multiple groups and has specific policy assigned and groups have their own policies: User assigned policy will be used

Figure 3. Selecting a Policy Scenario Flow Chart