Policies
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
- A user or group can only have one policy at a time. If a new policy is assigned to the user or group, they no longer have the previous policy.
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 Apps | NO | |
Disable Mobile Apps from Connecting | NO | |
Disable "Edit" Option in Mobile Apps | NO | |
Disable Printing in Mobile Apps | NO | |
Disable Downloads in Mobile Apps | NO | |
Disable "Open With" in Mobile Apps | NO | |
Disable Sharing in Mobile Apps | NO | |
Disable "Add to Favorite" in Mobile Apps | NO | |
Disable Configuration Changes in Clients | NO | |
Apply Configuration in Client | ||
2FA | ||
Enable 2FA | NO | |
2FA Delivery Mode | ||
Notifications | ||
Disable All Notifications | NO | |
Disable User Override of Notification Settings | NO | |
Disable Add Notification | NO | |
Disable Update Notification | NO | |
Disable Delete Notification | NO | |
Disable Download Notification | NO | |
Disable Preview Notification | NO | |
Disable Lock/Unlock Notification | NO | |
Disable Share Notification | NO | |
Disable Rename Notification | NO | |
Disable Self Notification | NO | |
General | ||
Share Mode | All (public and private) | |
Default Share Expiry in Days | 0 | |
Default Max Number of Downloads Allowed | 0 | |
User Storage Quota | 2GB | |
Enable Privacy Settings | NO | |
Store Deleted Files | NO | |
Automatically Delete Files from Recycle Bin After Set Number of Days | 0 | |
Do Not Store Deleted Files Greater Than | 100 MB | |
Enable Basic Authentication (appears if enabled, see Enabling Basic Authentication) | Disable | |
User Policy | ||
Disable User Invites | NO | |
Create Account on New User Shares | NO | |
Enable Code Based Client Authentication | NO | |
Admin Approval Required for Code Based Authentication | NO (Only enabled if Enabled Code Based Client Authentication is set to YES.) | |
Enforce Session Timeout for Devices | NO (Only enabled if Enabled Code Based Client Authentication is set to YES.) | |
Allow Folder Level Security | YES | |
Enable Web Edit Feature | YES | |
Enable Recycle Bin Clear Feature | YES | |
Disallow Default Share Settings Change | NO | |
Disable Everyone Group Sharing | NO | |
Allow New Group Creation | NO | FileCloud 21.2 |
Allow User Group Management (Add and Remove users) | NO | FileCloud 21.2 |
Allow Group Deletion | NO | FileCloud 21.2 |
Disable Workflow Automation | NO | FileCloud 21.2 |
Require Share Approval Workflow | NO | FileCloud 21.2 |
Selected Workflow (only appears if Require Share Approval Workflow is set to YES) | Select a Workflow | FileCloud 21.2 |
Max File Size Limit | 0 | FileCloud 22.1 |
Save Zip File Session Password | YES | FileCloud 22.1 |
Working with Policy Records
Watch a video on Accessing Policy Records.
To access a policy record:
- Log into the Admin Portal.
- Click Settings.
- Click the Policies tab.
Watch a video on Creating a New Policy Record.
To create a policy:
- Log into the Admin Portal.
- Click Settings.
- Click the Policies tab, and then click the New policy button.
- In the New policy window, in Policy Name, type in a unique identifier for this policy, and then click Create.
- On the Policies tab, in the Manage Policy section, select the policy you just created.
- To configure the policy, click the Edit icon
.
Instead of creating a new policy, you have the option to copy an existing policy.
To copy a policy:
- Log into the Admin Portal.
- Click Settings.
- Click the Policies tab.
- In the Manage Policy section, select the policy you want to copy.
- To copy the policy, click the Copy icon
.
Watch a video on Managing Policy Users and Groups
A policy can be assigned to one ore more user or group.
To assign a user to a policy:
- Log into the Admin Portal.
- Click Settings.
- On the Policies tab, to open the Manage Policy Users window, click the users icon
.
- In the Manage Policy Users window, in Available Users, select a user.
- Use the arrow to move the user to the Policy Users list box.
- To save your changes, click Close.
To assign a group to a policy:
- Log into the Admin Portal.
- Click Settings.
- On the Policies tab, to open the Manage Policy Groups window, click the groups icon
.
- In the Manage Policy Groups window, in Available Groups, select a group.
- Use the arrows to move the group to the Policy Groups list box.
- 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:
- Go to Settings > Policies.
- 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
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
Selecting a Policy Scenario Flow Chart