Share files - Secure file transfer

Secure file transfer settings

For user permissions to add files to and share files from HighQ, select your
Profile
 menu, then
System admin
 >
System Settings
 >
My files settings
.
Configure the following settings:
  • My files
     (On or Off) and a
    Configure "My files" storage quota
  • Enable My files sharing
  • Default "Share via email" permission
  • Default "Share via link" permission
  • Default DRM setting
  • Quick share link default expiry

My files

External attachments a user adds to group messages are stored here and can be managed. Also, internal users can add files directly to their
My files
 tab.
An overall
My files storage quota
 for all users can be set from the System settings admin page:
Select
Configure My files storage quota
.
The
My files storage quota
 window shows:
  • Overall quota
     (and storage currently in use): This is the storage across the entire instance.
  • Default quota for all users
    . This is the default quota for all individual users. No single user can exceed this amount of storage.
The System Administrator can do the following.
  1. Change the overall storage quota associated with
    My files
    . (The number entered here should be based on the licensing arrangement between each firm and HighQ. Exceeding the contractually agreed storage limit may result in extra charges.) This section of the page also shows the total
    My files
     storage currently in use.
  2. Change the default quota for every individual user with access to
    My files
    . Each individual will be subject to the same limit on the amount of storage they can use in
    My files
    .
When the overall quota has been reached, no one will be able to add more content to
My files
 until (a) the quota is increased or (b) content currently stored in a user's My files is permanently deleted. When an individual user reaches their quota, they cannot add more content until (a) the individual quota is increased or (b) content currently stored in that user's My files is permanently deleted.
In each user's
My files
 tab, the user's current storage usage is displayed. For example, "
Using 0.30 GB of 100.00 GB
"
When the overall storage usage has almost reached the overall quota (at 70%, 80%, 90% and 95% of the overall quota), every System Administrator for the instance will receive a warning email, like this:


The quota for "My files" on "HighQ example" has reached 95% of the 0.6 GB limit. If you do not increase the limit, users will not be able to upload any content to "My files" once the quota is reached. Please review and update the quota as necessary to enable users to continue to upload content.

Login to manage the "My files" quota limit.

THE ABOVE LINKS CONTAIN SENSITIVE DETAILS THAT ARE SPECIFIC TO YOUR USER ACCOUNT. PLEASE DO NOT FORWARD THIS EMAIL TO ANYONE ELSE.

For technical and user support please email the Administrator.

Kind regards,

HighQ
In addition, the
System Admin
 landing page contains information about overall My files storage usage in the My sites total line.
My files storage usage is also included in the
Total Instance
 storage figure.

My Files Sharing (aka Secure File Transfer)

Who has access to File Sharing?
The
Enable My Files sharing
 field has four possible settings:
  1. Off (the default setting)
  2. On for all system users - this will include all internal users and external users
  3. On for all internal users - this will include only internal users (and all of them)
  4. On for selected users only - this can include any internal or external users, as the System Administrator deems appropriate
When file sharing is enabled for selected users, the System Administrator is responsible for determining which users have access. This additional field is available:
Users or groups with access to My files sharing
.
To add users, a System Administrator can enter the names of those users in
Users or groups with access to My files sharing,
 adding them one by one. Any users - internal and external - can be selected.
You can also enter System Groups in this field, instead of individual users, to give access to secure file transfer.
Best practice for secure file transfer and groups
Create a System Group to include all users who should have secure file transfer rights, then add that group to this field. Then the membership of that group can be managed from the System Group administrative page.
Default Quick Share Expiration Period
Use the
Quick share link default expiry
 dropdown list to choose the expiration period for files shared via the Quick share method:
The default is 30 days. Select the box next to the menu to unlock it and choose a different figure.
Select
Save
 at the bottom of the page to apply these changes.
My Files Sharing
My files sharing (aka Secure File Transfer), includes the following permission and DRM settings:
  • Default "Share via email" permission
  • Default "Share via link" permission
  • Default DRM setting
Default 'Share via email' permission
This allows a System Administrator to determine the default permission selected when a file is shared via email (if this setting provides multiple values this can be changed when a file is shared).
The available values are:
  • Anyone with the link
     - This means that nothing more than a link to the file is needed to access the shared file, permitting that link to be shared with anyone and the file accessed anonymously
  • Anyone with the password
     - This means that nothing more than a link to the file and a password is needed to access the shared file, permitting that link to be shared with some security and the file accessed anonymously
  • Recipients must register
     - Anonymous access to the file is not permitted. If the file is shared with users who do not have HighQ accounts, they will need to register first. In addition, only those users with whom the file has been shared may access it
  • Specified system users only
     - This means that the file can only be shared with the full system users that are listed in the share form
There is also a
Restrict to this option only
 checkbox to the right. This permits a System Administrator to lock down the permission settings in the instance, for example, to require that any time a file is shared, the recipient must register or must have a Collaborate account.
Registering for file access
You may require that any recipient register before they can access a file, even if the recipient does not have a HighQ account.
Default 'Share via link' permission
This allows a System Administrator to determine the permissions that will be selected by default when a file is shared via a link:
The available values are:
  • Anyone with the link
    : This means that nothing more than a link to the file is needed to access the shared file, permitting that link to be shared with anyone
  • Anyone with the password
    .
  • Users in my organisation only
    : Anonymous access to the file is not permitted. The file can only be accessed by users in the same HighQ organisation as the user who is sharing the file
  • Any registered system uses
    : This means the file can only be shared with full system users that are listed in the share form.
    Users registered only to receive files are not full system users and cannot receive files shared this way.
As with the setting for sharing via email, a System Admin can select
Restrict to this option only
 to restrict this setting to a single option. This could be done to prohibit anonymous sharing entirely.
Default DRM Setting
This sets the default DRM (digital rights management) setting when files are shared. In other words, the recipient's access rights to the shared file. The options are either
Download, view and print
 or
View only
. A System Administrator can restrict this setting to one of these two options.

Installation Links

HighQ Drive
 allows file syncing between HighQ and the user's computer, the
HighQ Outlook plugin
 allows email attachments to be replaced with links to files stored in My files, and the
Doc Auto Word plugin
 allows dynamic to be inserted into existing legal documents.
  • If My files is enabled, then HighQ Drive can be used to sync files
  • If My Files sharing is enabled, then the Outlook plugin can be used
  • If iSheets is enabled, then Doc Auto can be used to create documents
However, if the use of those tools is not desirable, a System Admin can hide the following links for downloading one or more of the applications on the
System settings
 page:
  • Download link for HighQ Drive
  • Download link for Office Plugin
  • Download link for Doc Auto Word Plugin
Even if those links are hidden, a System Admin can still access the links to download those applications from this page, and therefore a System Admin can test these applications before making them available.

Managing Shared Files

A page in the System Admin Console (
System Admin
 >
System audits/reports
) manages files shared through My files or Quick Share.
This report lists every file and folder that has been shared, in reverse chronological order of sharing date. This page shows the shared file or folder name, file type, size, last modified date, user shared by and last shared date:
This page lists all files and folders even if the file or folder was deleted or the file and folder are no longer shared.
Use the search box at the top of the page to filter the list of files and folders. The search box includes a filter by file type for the files shown on the page.
Next to every file and folder listed on this page is an actions menu button. The menu actions are the same for both files and folders, except folders do not have the
View
 option:
  • Download
     - Downloads the file or folder (the contents of a shared folder are downloaded as a ZIP file). If the share has expired or the file or folder deleted, this option is greyed out.
  • Share Info
     - Lists information about how the file or folder has been shared (the same information is available from the
    Shared Items
     tab in My files).
  • Audit History
     - Displays information about who has accessed the file (the same information is available from the
    Shared Items
     tab in My files).
  • Remove Share
     - Removes all shares associated with the file or folder (the System Admin must confirm this option). In the case of files shared via Quick Share, this also permanently deletes the file.
In addition to these menu actions, click on the name of a file or folder to open the share page for that item, even if the share has expired.
A System Admin can also proxy log in as another user to see the files they have shared and their individual storage usage.
Adding users for My Files file sharing
Internal users added to HighQ sites can be added to the list of users with access to secure file sharing.
Users without a HighQ account and with no access to a site may be given access to My files and secure file sharing. A System Administrator can invite users from the
System Admin
 >
User admin
 >
Add user
 page. Use the
Invite
 action on the user search page to find users without a HighQ account and send invitations.

This article applies to:

  • Product: HighQ
  • Subject: Documents, File Exchange

Related content