Create an employee
An employee user is most often an internal user within your company. Employee users are granted a wide range of permissions and access to your account. Creating an employee user consumes an employee license.
Requirements to create an employee user
- The manage employee users permission.
- Employee users can only grant or revoke permissions that they themselves have been granted.
- Only account administrators can delete users from the system.
- An email address can only be associated with ONE user at a time. You cannot use the same email address for multiple users.
To create an employee, go to People > Manage Users Home in the ShareFile dashboard. Use the Create Employee button to begin creating a user.
Type your user’s name, email address, and company info. You can also customize their password. Depending on your account type, you can customize the user’s individual bandwidth limit.
You can customize your new employee’s User Access and File settings. Depending on your account or plan and your own permissions, certain permissions might not be visible or applicable. User Access settings are typical access and feature-based permissions you can use to manage your employee’s access and abilities on the account.
You can assign folders to your user, and add the user to Distribution Groups. You can also customize the user’s permissions to various folders on your account. To grant a user access to a folder, choose the check box beside the folder name.
You can send a Welcome Email to your new user or opt to do so later. This email includes a link to activate their new account.
Resend a welcome email or employee activation link
When a user is added, they are provided an activation link (by email or by a link generated and delivered by the creator). If the newly created user does not access that activation link within 30 days, a new activation link must be sent. When resending an activation link, the previous activation link is deactivated.
To resend the welcome email containing the activation link
- In ShareFile, go to Users > Resend Welcome Emails.
- Enter your user’s email address or name to add them to the To field, or select them from the Address Book.
- Customize your email message as needed.
- Click Send.
Accounts utilizing SAML
If you have configured a SAML SSO provider on your account and have created an employee user without any admin permissions, the user does not see or is not prompted to change their password within the activation email. Instead, that user is expected to sign in with their SAML credentials.
Strict employee licensing and company email address
By default, you cannot create a client user with the same email suffix as your company. This option is designed to prevent accounts from circumventing employee licensing requirements.
When a user attempts to create a client user with an employee company email, the user is prompted to send a request to an admin on the account to create the user as an employee.
Admins receive an email notification that allows them to review and approve the user creation request.
Manage employee permissions
ShareFile permissions are designed to give you granular control of your account and the permissions of your users.
Requirements to modify permissions
- The delegate administrator privileges to other employee users permission or Manage Employee Users permission.
- Employee users might only give or edit the permissions that they themselves have been given.
How to manage permissions
- In ShareFile, go to Users > Manage Users Home.
- Browse or search for your user. Choose the user or the Manage icon on the right to open the user profile.
- Change permissions as needed, then Save.
Default employee permissions
When creating an employee, the following permissions are granted by default. You can change these settings during the user creation process.
Note:
A gray setting indicates a permission that the creating user does not have access to or is not permitted to give to others, so they cannot grant that permission to another user.