Admin Quick Start Guide

Login

After signing up or being made an Admin, you will receive an email with your username and temporary password. Go to the web address indicated in the email and log in with your username and temporary password. You will then see a screen that will allow you to create your own password.

The following items are only available to Admins. For a User Quick Start Guide, click here.
 

Main Menu

The following areas can be found in the Main Menu, displayed in a panel on the left side of the browser window (in red in the image below). This panel can be toggled open/closed by clicking the "hamburger menu" icon (three horizontal lines) at the top-left of the window.

 

My Settings

My Settings can be found by clicking your name in the blue rectangle. Within can be found My Recent Activity, My Notification Settings (where you can set which workspace you with to receive upload and/or download notifications from), My Login/File Settings, and My Address Book.

More information about My Settings can be found here: My Settings (Admin)
 

Manage Workspaces

Add Workspace

The first thing you should do is create a workspace (you will need to do this before adding any user who isn’t an Administrator). Click Add Workspace, enter a name, and click Save Workspace at the bottom.

If creating a workspace after users have been created, you can add any existing User or Groups to the new workspace under the Workspace Users/Groups area on the right.

If you would like prevent users from uploading to the root (initial level) of the workspace, uncheck “Allow non-admins to upload into and view the root of this workspace?”. Users will then be forced to enter a folder prior to uploading. Useful when using Restrict Folders within a workspace.

To override the Permissions and/or Notifications for all users of the workspace, check the Override Permissions or Override Upload/Download Notifications boxes and set the radio buttons as needed within the specified areas. NOTE: Settings for users who have custom permissions for this workspace will override these.

To override any Global File Management settings or Global Deleted File Retention settings, check the appropriate boxes and set the radio buttons as desired.

If you wish to make someone a Sub-admin of the workspace or set custom permissions for them for this workspace, click the "SA" icon to the right of their name. Clicking the "P" icon will allow you to set custom permissions for that user for this particular workspace (which will override any User or Workspace permissions). Clicking the "N" icon will allow you to set custom upload/download notification settings for that user for this particular workspace (which will override any User or Workspace settings). 
 

More information about adding and managing workspaces can be found here: Manage Workspaces Tab
 

Manage Users

Add User

To add a user, click the Add User button and fill in the required info.

Below the information fields, assign the user the specific permissions you wish them to have, including if you want them to receive Upload or Download notifications.

An Admin user has full control over the site; they can add users and workspaces, see all workspaces and files, and access everything in the Control Panel, including site account and billing information. A Super User can create users and workspaces, and see all workspaces and files, but cannot access anything in the Control Panel.

Checking Upload Notifications means the user will receive an email notification any time a file is uploaded to a workspace they belong to. Checking Download Notifications means the user will receive an email notification any time a file is downloaded from a workspace they belong to. 

Under Activation, uncheck Activate this user if you don’t want the user to be sent their login information right away. When activated later, the user will receive their username and temporary password.

On the right, under Workspaces, begin typing a workspace name in the Search Workspaces field – or click the blue arrow to display all workspaces – and select the workspace desired to grant the user permission to access that workspace. You can also create a workspace by clicking Create Workspace for this User. Checking "Add this User to All Future Workspaces?" will automatically add this user to all workspaces created in the future (though they can be removed after creation). Checking "Create a Workspace Based on User's Name?" will automatically create a workspace named in the format of "Lastname_Firstname" based on what's entered in the user's name fields.

If you wish to make someone a Sub-admin of the workspace or set custom permissions for them for this workspace, click the "SA" icon to the right of the workspace name. Clicking the "P" icon will allow you to set custom permissions for that workspace for this particular user (which will override any User or Workspace permissions). Clicking the "N" icon will allow you to set custom upload/download notification settings for that workspace for this particular user (which will override any User or Workspace settings). 

When ready, click Save User.
 

More information about adding and managing users can be found here: Manage Users Tab
 

Manage FileDrop

The FileDrop allows non-users to upload files to your site through a link on the login page. To enable, click the Manage FileDrop > Settings in the left main menu, click Enable the FileDrop and the blue Update button. When enabled for the first time, a workspace called "FileDrop" is created and anything uploaded through the FileDrop will appear in this workspace.

If you wish to include any instructions for your FileDrop users, enter it in the field under “Additional Instructions for the FileDrop”. Click Update when finished.

To allow users access to the FileDrop workspace, click Manage FileDrop > Workspace Info/Users in the left main menu, and add them under the Workspace Users area on the right. If you want a user to appear in the FileDrop Recipient list (so that a FileDrop uploader can select their name to be notified), click Manage FileDrop > Potential Recipients in the left main menu and add the user under the "Add/Edit Potential Recipients" list on the right. Be sure to click Update when finished.

Navigating to Manage FileDrop > Upload Rules allows you to specify rules to handle incoming files through the FileDrop, such as moving files to specific workspaces/folders based on the uploader's email, selected recipient, or message.

More information on the FileDrop can be found here: Managing the FileDrop
 

Manage Guest Access

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. A Guest Access is created within a folder in any workspace except the Home workspace (which is visible to Admins only).

More information on Guest Access can be found here: Managing Guest Access
 

Control Panel

Site Settings

General Site

To add your company’s name and logo to the site, go to Control Panel > Site Settings > General Site. Here you can enter your company's name, URL, time zone and upload your logo. Ensure your logo is the proper size and format as specified when you click "Add Logo". Text entered in the Site Disclaimer field will appear at the bottom of the login page, the FileDrop, and on any Guest Access page.

Click Update All when finished.
 

Additional General Site Settings information can be found here : Settings - General Site
 

Security

Various security settings can be found in this section, including how the site handles upload/send notification links, two-factor authentication, passwords and logins, site access, and sub-admin privileges. 

Additional Security Settings information can be found here : Settings - Security
 

Age-Based File Deletion*

Here you can set the site to automatically delete files after they've been on the site for a specified amount of time (or to never automatically delete files).
 

Site-Wide Settings

Under “Site-Wide Setting”, check either "Never Delete Files Site-Wide Based on Age" or "Automatically Delete Files Site-Wide Older Than (X) Days" and choose a value for the number of days. After clicking Update, all files currently on the site and all future files added to the site will delete after they have been on the site the specified number of days (unless overridden by a workspace or file/folder setting, below). Note that files are moved from the Files area to the Deleted Files area (or deleted permanently, per below) every hour on the hour.
 

Override the Site-wide Settings In Individual Workspaces

Here you can set specific workspaces to handle automatic deletions differently than under the Site-Wide Settings. Either search for or select a workspace from the dropdown menu, and then set how it should be handled within box. If a workspace already has a setting you wish to remove, click the "X" in the upper-right corner of the box. Be sure to click "Update" when finished.
 

More information about Auto Delete can be found here: Settings – File Management
 

Activity Reports*

Activity Reports keeps track of all of the transactions that happen on your site. 

Latest Activity shows you the most recent transactions that have happened on your site. Continuing to scroll will load additional report. Use the "Show Filters" link at the top-right to filter the results based on transactions, workspaces, and users.

Create Reports allows you to create a CSV-formatted report (which can be opened in Excel or other program of your choice) of any of the transaction types listed in the drop-down menu. Further filter on dates, workspaces, and users.

Scheduled Reports will create reports automatically and email them to your designated users at your specified day and time.

User Sessions allows you to see the transaction history for specific users at specific session times.
 

More information about the Activity Reports can be found here: Activity Reports
 

Account/Billing

This area allow you to update your account and billing details, including changing your plan, updating your credit card info, changing your site URL and adding/editing Site Contacts.
 

Support

If you require additional help in using your site, go to Control Panel > Support. There you can find additional guides, a support contact form, and a phone number for asking questions or requesting more help.

When finished using the system, always click the Logout button to prevent anyone else from accessing your site from your computer without your knowledge. You will be logged out automatically after 30 minutes of inactivity. 

*These features are found in Business and Corporate subscriptions only.