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Distribution Groups
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Distribution Groups
ShareFile allows you to create Distribution Groups to consolidate users into functional groups for more efficient account management.
This feature is useful for managing large groups of users with similar folder access needs.
Prerequisites
Managing Distribution Groups requires the following permissions:
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Create shared distribution groups
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Edit shared distribution groups
Create a distribution group
The following provides the steps necessary to create a distribution group in ShareFile.
Notes:
Members added to the Distribution Group will inherit the folder access permissions of the group.
Members removed from the Distribution Group will lose the folder access permissions given to that group.
Permissions given on a folder to a distribution group will apply to every member. This includes notifications about downloads and uploads.
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Once you are signed into your ShareFile account, navigate to People > Distribution Groups.
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From the Distribution Group dashboard, select New Group.
The Create Distribution Group popup displays.
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Type in a name for the new distribution group.
Note:
You have the option to Share this distribution group with all employees. The default selection is No. Select Yes if desired.
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Select Create Group.
Adding people to a distribution group
The following provides the steps necessary to add people to a distribution group.
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Once you are signed into your ShareFile account, navigate to People > Distribution Groups.
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Select from the exisiting distribution groups to open it.
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Select Add New User.
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Select the find people icon.
The Address book screen displays.
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Select the users you want to add then select Add.
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Select Save to add new users to the distribution group.
The Member(s) added successfully confirmation message displays.
Adding a distribution group to a folder
The following provides the steps necessary to add a distribution group to a ShareFile folder.
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From your ShareFile navigate to the folder you want to add a distribution group to then open it.
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Select the People tab.
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Select Add People to Folder.
The Add People to Folder popup screen displays.
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Select the find people icon.
The Address book screen displays.
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Select Distribution Groups from the drop-down menu.
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Select the distribution group you want to add. Then select Add.
The members of the distribution group you selected now have access to the folder.
Importing multiple users from Excel to a distribution group
The following provides the steps necessary to import multiple users from Excel into a distribution group
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Once you are signed into your ShareFile account, navigate to People > Distribution Groups.
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Select from the exisiting distribution groups to open it.
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Select Add From Excel.
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Follow the steps listed on the Import Multiple Users From Excel pop-up.
Distribution Group FAQs
How many users can I add to a Distribution Group?
A distribution group can have a maximum of 2000 users.
I added a user to a folder when they already had access through a Distribution Group. What permissions apply?
The individual user’s access will override that of his/her group. Example: John Doe has Download permissions on a folder due to his membership in the Doe Distribution Group. You add John Doe to the folder manually, and grant him Upload permissions. He will have both Download and Upload permissions, even though his Distribution Group membership does not include Upload.
How do I generate a Group Membership list?
To generate a membership list for your review, access People > Manage Users or Distribution Groups. Select the group name to access it. Access the Generate Report drop-down menu and choose Export Group List. Once the list is generated, a spreadsheet is downloaded to your local computer.
How do I generate a Folder Access report?
A Folder Access report shows which folders and permissions the Distribution Group has access to. To generate a folder access report for your review, access People > Manage Users or Distribution Groups. Select the group name to access it. Access the Generate Report drop-down menu and choose Folder Access. You can print this list for your records.
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