Account Administration

This guide covers all administrative features available to LeapFILE account administrators. Administrators have access to user management, account configuration, branding, reporting, and billing features.

Accessing Admin Features

To access administrative options:

1. Log in to your LeapFILE web account
2. Click the Account tab in the top menu

As an administrator, you'll have access to sections that regular users don't see.

Account Setup

Click Account Setup under the Account tab to configure account-wide settings.

Service Plan & Account Information

View details about your account:

• Service Plan: Current plan, signup date, and available features
• Account Information: Account name, administrator contact, and company details

General Account Settings

Transfer & Expiration Policies

File Delivery Options - Set maximum and default expiration periods for file transfers - Configure how long transfers remain available after sending - Default is typically 7 days

File Expiration Policy - Define when files are permanently deleted from LeapFILE's servers - Set separate policies for outgoing and incoming transfers - Choose from: immediately after download, after X days, or never expire

Incomplete Transfer Notifications - Enable alerts for transfers that haven't been fully downloaded - Set the number of days before notification is sent

Transfer Archiving - BCC all transfer notifications to a specified email address - Useful for compliance and record-keeping - Archived copies include all transfer details and notifications

Note

File Expiration Policy changes only apply to future transfers, not existing ones.

Security & Authentication

Receiver Authentication Options

Choose which authentication methods senders can use:

• Email and access code: Recipient enters email and unique code (most secure)
• Security question: Recipient answers a custom question
• Email only: Recipient enters only their email address
• No authentication: Files accessible via link alone (least secure)

Default Receiver Authentication - Set the default authentication method for all new transfers - Users can override this when sending individual transfers

Upload Security - Require registered guest accounts to send files to your users - Prevents spam and unauthorized uploads - Recommended for organizations with strict security policies

Email Verification Policy (New as of July 2025) - By default, external senders must verify their email address - Disable verification to allow unverified uploads - Recipients will see a warning if sender is unverified

Standard Security Questions

Create a list of pre-defined security questions for senders to choose from:

1. Scroll to Create standard security questions
2. Enter your questions (e.g., "What is our project code?", "What city is our office located in?")
3. Click Save

Users can then select from these questions when sending files.

Password Policy - Set password expiration periods for all user accounts - Force password changes every 30, 60, 90, or more days - Enhance security by requiring regular password updates

Inactive Account Policy - Automatically disable user accounts after a specified period of inactivity - Reduce security risk from dormant accounts - Access via Account → Account Setup → Disable inactive accounts policy to configure the number of days of inactivity before accounts are automatically disabled

Content & Feature Management

Secure File Transfer Site URL - Change your company's LeapFILE URL - Format: https://yourcompanyname.leapfile.com or https://yourcompanyname.leapfile.net - Contact support if you need to update this

Message Footer - Create a standard HTML footer for all outgoing transfer notifications - Add disclaimers, contact information, or branding - Appears at the bottom of every transfer notification email

Feature Enablement

Enable or disable major features for all users:

• Repositories: Toggle internal file storage feature on/off
• Portals: Toggle external guest portal feature on/off

When disabled, users will not see the Repositories or Portals links in the top menu.

Tip

Use feature enablement to simplify the interface for users who don't need these advanced features.

Branding & Secure File Exchange

Customize the appearance of your public file exchange website (https://yourcompanyname.leapfile.net).

Preview Your Changes

Click the Preview button at any time to open a live preview of your site in a new browser window.

General Configuration

Initial Page

Choose the default page visitors see when they visit your LeapFILE URL:

• Home: Welcome page with general information
• Upload page: Direct to the upload form
• Portal page: Direct to portal login
• Download page: Direct to download tracking

Site Footer

Choose between two footer styles:

• Minimal: "Copyright ©2007 LeapFILE. All rights reserved."
• Complete: Includes links for Employee Login, Privacy Policy, and Security Statement

Powered By LeapFILE

Choose how the LeapFILE badge appears:

• Text only: Small text badge
• Small logo: Graphical badge with logo

Home Page Title

The first line of text shown below your company's logo or name. Example: "Secure File Transfer Portal"

Home Page Welcome Message

Edit the welcome message with rich HTML formatting:

• Change font, color, and size
• Add bullet points and numbered lists
• Insert links and images
• Use the built-in WYSIWYG editor

Portal Page Customization

Portal Page Title - Customize the heading for the portal login page

Portal Message Area - Add custom HTML content to the portal page - Provide instructions for guest users - Include contact information or support links

Guest User Designation - Customize the label for external users (default: "Guest")

Upload Page Customization

Upload Page Title - Customize the heading for the secure upload page

Upload Message Area - Add custom instructions for external users uploading files - Include file type restrictions or guidelines - Format with HTML for emphasis

File Type Filtering Workaround

LeapFILE doesn't have built-in file type restrictions, but you can add a warning to your Upload page:

<b style="color:red;">We only accept .pdf and .docx files.
All other formats will be rejected.</b>

Default Upload Settings

Configure the default upload flow:

• Prompt for recipient email address
• Provide a directory of users
• Direct to specific portal or repository

Download Page Customization

Download Page Title - Customize the heading for the download page

Download Message Area - Add custom HTML content to the download page - Provide instructions for recipients - Include support contact information

Remember to Save

You must click Save in each section for changes to take effect. Changes are not saved automatically.

Account Maintenance: User Accounts

Manage all users in your LeapFILE account.

Adding Users

Add a Single User:

1. Go to Account → User Accounts
2. Click the Add User button
3. Complete the required fields:
4. Name
5. Email address (becomes the username)
6. Initial password
7. Set permissions (see below)
8. Click Save or Save & Add another

Import Multiple Users:

1. Go to Account → User Accounts
2. Click the Import Users button
3. Download the CSV template
4. Fill in user information in the CSV file
5. Upload the completed CSV
6. Choose import options:
7. Add new users only
8. Update existing users
9. Disable users not in the file
10. Delete users not in the file

User Permissions

When adding or editing a user, you can grant the following permissions:

• Administer account: Full administrator access to all account settings
• Send files / Receive files: Ability to send and receive transfers
• Create repositories / Create portals: Ability to create new repositories or portals
• Manage portal guest users: Ability to create and manage guest accounts
• View account reports: Access to reporting features
• Manage account setup: Ability to modify account configuration

Administrator Permissions

Grant administrator access only to trusted users. Administrators can modify all account settings, manage users, and access billing information.

Editing Users

To modify an existing user:

1. Go to Account → User Accounts
2. Click the user's name
3. Click Edit
4. Update information or permissions
5. Click Save

Enabling/Disabling Users

Disable a User:

1. Go to Account → User Accounts
2. Click the user's name
3. Click the Disable button at the top

Enable a User:

1. Go to Account → User Accounts
2. Click the disabled user's name
3. Click the Enable button

Bulk Enable/Disable:

1. Select multiple users using checkboxes
2. Click the Enable or Disable button at the top of the list

Info

Disabled users do not count toward your user limit and cannot log in to their accounts.

Resetting Passwords

To reset a user's password:

1. Go to Account → User Accounts
2. Click the user's name
3. Click Reset Password
4. A randomly generated temporary password will be emailed to the user

Note

For security reasons, administrators cannot see user passwords. The reset password function generates a new temporary password that the user must change upon first login.

Searching and Filtering Users

Use the search box to find specific users by:

• Name
• Email address
• Status (active/disabled)

Reports

Administrators have access to comprehensive reporting features.

Capacity Utilization

View storage usage:

• Total account storage capacity
• Currently used storage
• Available storage
• Usage by user (if applicable)

Use this report to monitor storage limits and plan for capacity expansion.

Transfer Utilization

See transfer bandwidth usage:

• Current month's transfer volume
• Past transfer history
• Filter by month
• Filter by user

Use this report to understand transfer patterns and identify heavy users.

Transfers in Progress

View all currently pending transfers:

• Sender and recipients
• File names and sizes
• Upload/download status
• Expiration dates

Use this report to monitor active transfers and identify potential issues.

Transfer History

Complete audit trail of all transfers:

• Filter by date range
• Filter by status (completed, expired, canceled)
• Filter by user
• View detailed delivery tracking
• Access full audit trails

Viewing Transfer Details:

1. Click details next to any transfer
2. View:
3. Sender and recipients
4. File list
5. Download status for each recipient
6. Authentication method used
7. Expiration date
8. Full activity log

Use this report for compliance, auditing, and troubleshooting.

User Access Log

Monitor user login activity:

• User name and email
• Login date and time
• IP address
• Login method (web, desktop client)

Use this report to:

• Verify user activity
• Identify suspicious logins
• Track access patterns
• Comply with security audits

Desktop Client Management

Configure desktop client settings for all users.

Centralized Configuration

Administrators can configure:

• Default proxy settings for all users
• Default transfer options
• Automatic update policies
• Connection timeouts

Deployment

For enterprise deployments:

• Download the desktop client installer
• Deploy via software management tools
• Pre-configure settings via Group Policy or registry
• Distribute to all Windows workstations

Billing

Billing History

View past billing activity:

• Invoice dates and amounts
• Payment method used
• Billing period covered
• Download invoices (PDF)

Available for accounts billed to a credit card.

Credit Card Information

Update payment information:

1. Go to Account → Billing → Credit Card Information
2. Enter new card details
3. Click Save

Administrator Access Required

Only administrators can view and update billing information.

For billing questions, contact: billing@leapfile.com

Managing Disabled Accounts

Why Accounts Get Disabled

User accounts may be disabled due to:

• Automatic inactivity policy (set by administrator)
• Manual disabling by an administrator
• Suspended billing or expired subscription

Re-enabling a User Account

Security Policy

For security reasons, LeapFILE support cannot enable accounts. This must be done by an account administrator.

To re-enable a user:

1. Navigate to Account → User Accounts
2. Click the name of the disabled user
3. Click the Enable button

Preventing Automatic Disabling

To adjust the inactivity policy:

1. Go to Account → Account Setup
2. Scroll to Disable inactive accounts policy
3. Adjust the inactivity period or disable the feature
4. Click Save

Best Practices for Administrators

Security

• Regular Audits: Review user access and permissions quarterly
• Strong Password Policy: Enforce password expiration (90 days recommended)
• Inactive Account Policy: Enable automatic disabling after 90-180 days of inactivity
• Monitor Reports: Check User Access logs for suspicious activity
• Limit Administrator Access: Grant admin permissions only to necessary users

User Management

• Consistent Naming: Use a standard format for user names (e.g., "First Last")
• Email as Username: Always use email addresses as usernames
• Document Guest Accounts: Keep a record of all guest accounts and their purposes
• Regular Cleanup: Remove disabled users that are no longer needed
• Onboarding Process: Create new accounts before employee start dates

Configuration

• Clear Branding: Customize your file exchange site to match your company branding
• Helpful Instructions: Add clear instructions to upload and download pages
• Reasonable Expiration: Set default expiration to 7-14 days for most organizations
• Appropriate Authentication: Choose security levels that balance convenience and security

Reporting

• Monthly Reviews: Review transfer and capacity utilization monthly
• Trend Analysis: Track usage trends to predict future needs
• Compliance Documentation: Archive reports for audit and compliance purposes
• User Education: Share reports with heavy users to encourage efficient practices

Troubleshooting Common Admin Issues

Users Can't Send Files

Check: - User has "Send files" permission enabled - Account hasn't exceeded transfer quota - User's account is active (not disabled) - Transfer policies aren't too restrictive

Guests Can't Access Portals

Check: - Guest account exists under Portals → Guest Accounts - Guest is assigned to the portal under Guest Access - Guest is using the correct credentials - Portal feature is enabled in Account Setup

Branding Changes Don't Appear

Check: - You clicked Save after making changes - You cleared your browser cache - You're viewing the correct URL (company domain, not session URL) - Preview mode is working correctly

Reports Show No Data

Check: - You have the correct date range selected - Users have actually been active during that period - You have "View account reports" permission - Report hasn't exceeded data limits (try narrower date range)

Video Tutorials

Watch administrator tutorial videos:

LeapFILE Admin Guide Videos

Next Steps

• Learn about Portals & Repositories to manage permanent file storage
• Review the FAQ for common administrator questions
• Check the Troubleshooting guide for additional help

Support

For administrator support:

• Email: support@leapfile.com
• Billing Questions: billing@leapfile.com
• Documentation: This site
• Video Tutorials: LeapFILE Vimeo Channel