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Specify Sharing Expiration

Administrators can configure 3 main expiration features of a shared file or folder.

Feature

Options

Description

Number of days

  • No expiration (0)

  • Expire in a certain number of days

Allow sharing to happen for a temporary time, or allow shares to exist as long as the file or folder exists.

Remove share links/shared files

  • Remove the URL links to shares automatically

  • Remove shared files automatically

Specify what happens when a shared file or folder is no longer accessible from the Share link.

  • Expired URL links will be removed automatically on the next Cron run (In this case the files will not be affected.).

  • If you choose to remove files, they will be moved to the Recycle Bin on the next Cron run.

Notifications

  • Alert users with access to a share that it will expire soon

  • Specify the number of days before the share expires that you want to send the email notification

You can have FileCloud send email to everyone who has access to the shared file or folder.


Set Expiration Period

Set Expiration Days Default

You can allow users to share files and folders for as long as they exist, or you can set the number of days that a share remains active by default.

Note: This setting can be changed by the user unless Disallow changes to default share settings is set in the Share settings page.

To set the Share Expiry default in a policy:

  1. In the FileCloud admin portal's left navigation bar, scroll down and click Settings. Then, on the Settings navigation page, click Policies PolicyIcon.png .
    The Policies settings page opens.

  2. Click the Edit icon in the row for the users' policy.

    image-20251114-161637.png

  3. Click the General tab.

  4. Change the value of the Default Share Expiry in Days setting.
    A value of 0 means that unless changed by a user, shares do not expire.
    DefaultExpiry.png

  5. Click Save.
    The value is only changed for users who are using this policy.

Set Expiration Actions

Remove Expired Shares

Expired URL links will be removed automatically on the next Cron run (In this case the files will not be affected.)

If you choose to remove files, they will be moved to the Recycle Bin on the next Cron run

To automatically remove expired links or expired files:

  1. Open the Share settings page.

    To open the Share settings page

    1. In the FileCloud admin portal's left navigation bar, scroll down and click Settings. Then, on the Settings navigation page, click Misc MiscIcon.png .

    2. In the inner navigation bar on the left of the Settings page, expand the Misc menu, and click Share, as shown below.
      ShareSettingsPage2.png
      The Share settings page opens.

  2. Enable Removed expired shares,
    or
    enable both Remove expired shares and Delete files from expired shares.
    Note: Delete files from expired shares is not effective unless Removed expired shares is also enabled.
    RemoveLinksShares2.png

  3. Click Save.


Send Expiration Notifications

Alert share Users About Upcoming Expiration

You can have FileCloud send email to all of a share's recipients to notify them that the share will expire soon. You can also specify how many days before the share expires that the email notification is sent.

To send an email alert that a share will soon expire, and to specify the number of days before expiration the email is sent:

  1. Open the Share settings page.

    To open the Share settings page

    1. In the FileCloud admin portal's left navigation bar, scroll down and click Settings. Then, on the Settings navigation page, click Misc  MiscIcon.png .

    2. In the inner navigation bar on the left of the Settings page, expand the Misc menu, and click Share, as shown below.
      ShareSettingsPage2.png
      The Share settings page opens.

  2. Scroll to the bottom of the page.

  3. To send emails notifying share recipients that shares are expiring, enable Send email notifications for expiring shares.
    By default, the number of days before a share expires that an email is sent is 3.

  4. To change the number of days before a share expires that an email is sent, change the value in Number of days before share expiration to send notification email.
    This setting only applies if Send email notifications for expiring shares is enabled.
    ExpireNotifs.png