Managing Guest Access

(Business/Corporate Subscriptions Only)

 

Guest Access allows an Admin, Super User, or Sub-admin to create an area for non-users (guests) to upload and/or download files without setting them up as a user. Possible uses of this feature include:

• A location-specific "FileDrop" for receiving files from non-users.
• A public file repository for sharing documents without requiring a login.
• A time-limited area for sharing and/or receiving files that automatically disables access on a certain date.

A Guest Access is created within a folder in any workspace except the Home workspace (which is visible to Admins only). For more information on creating a Guest Access Area, please see:

• My Files Tab (Admins) – Allow Guest Access

NOTE: Be sure to always click "Save and Go To Guest Notifications" on the Add Guest Access window when you're finished adding/editing information.

 

Guest Access Name

This is the name of your Guest Access area. This name will also be used to create the URL for this area and will be displayed once the Guest Access is successfully saved. Example: If your Guest Access is named "Plans", your URL would be "[yoursite].filetransfers.com/guestAccess/Plans".

Permissions

Checking "Allow Uploads" allows guests to upload files to this location while "Allow Downloads" permits file downloads. At least one option must be checked.

Selecting "Allow Uploads" only creates, in essence, a folder-specific FileDrop, allowing you to define where specific clients/customers can upload their files without making them a user.

Choosing "Allow Downloads" only is useful as a document repository, where guests can view and download files in this location. Note: Folders in this location are not accessible to guests for security reasons.

You can also select both options when both uploads and downloads are necessary.

"Allow File Previews" generate a preview icon next to any file type able to be previewed (.pdf, .docx, .rtf, .txt, .jpg, .gif, .png). This is helpful when there's a need to see what a file is prior to download (if Allow Downloads is on) or to allow someone to read a document without downloading it (if Allow Downloads is off).

 

Require Login for this Guest Access Point

Check this sends any email addresses you enter in the "Select Guests to Notify" screen an auto-generated password. Guests must use this password in order to access the Guest Access area. Leaving this unchecked means anyone with the Guest Access link can view and use the page.

 

Set an Expiration Date

Setting an Expiration Date disables the Guest Access area URL after that date. This does not delete any files nor the Guest Access itself, and it can be reactivated by unchecking or choosing another date in the future.

 

Instructions

Enter instructions for your guests that will appear on the Guest Access page. This could be used to instruct users to include certain information in the message field or to contact a particular person after uploading.

 

Upload Notification Recipients

Any member of the workspace who has Notifications turned on for this location will automatically receive a notification when a guest uploads and/or downloads a file, but you can add additional users here as well. Just begin typing the name or username of a user within the field and any users matching what you've typed will appear in a list. Clicking on a name will add that user to the list and they will be notified when a file is uploaded and/or downloaded from the Guest Access area. Alternately, click the down arrow to the right of the field and choose names to add.

 

Require Login for Notification Links

When a recipient receives an email notification, it contains a link to download the file(s) that were uploaded. Checking this will require them to log in before they can download, while leaving unchecked allows them to download without logging in. This is more convenient but less secure.

 

Inviting Guests

Once you click "Save and Go To Guest Notification", a window will appear showing the Guest Access URL and provide a button to copy the link. This screen will also allow you to enter email addresses of people you wish to be notified of, and provide a link to, this Guest Access area.

Important: If you edit your Guest Access and change the name of your access area, your URL will also change and you will need to alert any necessary guests or re-invite them through the Invite Guest feature (below).
 

Send Custom Message

Text entered here will be included with invitation emails sent to guests.

Audit Reports for Guest Access Transactions

Admins may wish to run Audit Reports of Guest Access transactions. If you go to Control Panel --> AActivity Reports --> Create Reports, under the Action Type drop-down menu, there are five options:

• Guest Access Logins/Logout
• Guest Access Downloads
• Guest Access Uploads
• Guest Access Adds/Edits/Deletes
• Guest Access Users

With these you can see who has logged in and out of a Guest Access (if you have Require Login turned on), what has been uploaded or downloaded and which files someone has viewed the Preview of. Please note that for Guest Access Downloads, unless you had "Require Login" turned on, it won't be able to tell you who downloaded the file, since there's no way to track who comes to that page without them logging in.