Skip to content

Best Practices & Troubleshooting

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)