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ShareFile
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Employee users

September 3, 2025
Contributed by: 
P P

An employee user is an internal user within your company. Employee users may be granted a wide range of permissions and access to your account.

Requirements & capabilities of an employee user

  • Requires the Manage employees permission
  • Employee users may only grant or revoke permissions that they themselves have been granted
  • Only account administrators may 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.

Create an employee user in Manage Users

ShareFile users can add clients using the following steps from their ShareFile account dashboard.

  1. Sign into ShareFile.

  2. Select People > Manage Users Home > Create Employee.

    employees-2

    The Create New Employee screen displays.

  3. In Step 1: Basic Information enter the information for the client including First Name, Last Name, Email Address, and Company.

    employees-2

  4. In Step 2: User Settings select the User Access by setting the Users roles and User permissions. For more information, see User roles and permissions

  5. In Step 3: Give User Access to Folders select Assign Folders. See Give User Access to Folders for more information. Other options include:

    • Adding people to a distribution group

    • Copy Folder Access from Existing User - which saves time setting folder access permissions when creating an employee user. Using the Copy Folder Access option copies only folder permissions, not account permissions.

  6. Select Create & Continue.

    employees-2

    The Notify Users displays and provides the ability to send a customized Welcome message to let the employee user know they are added to the account.

  7. Select Notify.

    The “Invitation(s) sent successfully” message displays briefly and the Browse Employees dashboard screen displays allowing you to review the added employee.

Import a list of employee users

You can create multiple employee users at once by downloading an Excel template spreadsheet. To import users:

  1. Sign into ShareFile.

  2. Select People > Manage Users Home > Create employee.

    employees-2

    The Create new employee screen displays.

  3. Select Need to import multiple users with Excel?

    import client

    The Import Multiple Users From Excel screen displays:

    import client

  4. In Step 1 - Download the template spreadsheet and add as many users as desired. Enter the Email Address, First Name, Last Name and Company for each user. Then, Save the file.

  5. In Step 2 - Upload the completed Excel Spreadsheet.

  6. Once the file is uploaded, select Import Users. The user’s basic information is filled.

  7. Select Assign Folders to give the user access to folders.

  8. Select Create & Continue and then Notify.

Resend an employee user activation email

If you need to resend an existing user an activation email, you will need the permission to Manage employees.

To resend the welcome email containing the activation link:

  1. In ShareFile, navigate to People > Browse Employees.

  2. Search or select the employees name.

  3. Select the employees name or the manage icon to open the employees page.

  4. Under Actions select Email Login Information.

    The Resend Welcome Emails screen displays witht he client name pre-populated.

    employees-2

  5. Customize your email message as needed.

  6. Select Notify.

Send an employee user a password reset email

  1. In ShareFile, navigate to People > Browse Employees.

  2. Search or select the employees name.

  3. Select the employees name or the manage icon to open the employees page.

  4. Under Actions select Reset Password.

    employees-2

    The Send Password Reset Email popup displays.

    employees-2

  5. Select Send.

Edit employee users

To edit an employee user:

  1. Sign into ShareFile.

  2. Navigate to People > Browse employees.

  3. Select the manage icon next to the listed client you want to update.

    employees-2

    You can:

    • Edit the employee user basic information such as their Email Address, First Name, Last Name, Company, Phone, Address, Country, City/Town,State/Province/Region and Postal/Zip Code.
    • Change the notifications frequency and default email language.
    • Reset their password.
    • Take user-level and folder & activity actions.
    • Manage employee sessions
    • View users activity and security alerts.
    • Update user access and storage location settings.

  4. Once changes are done, select Save Changes.

Note:

For security and privacy reasons, some operations and editing capabilites may vary by user. Your editing capabilities may be restricted based on some or all of these criteria:

  • Whether the users have logged into the system at least once.
  • Whether you are an administrator on the account.
  • Whether the user is an employee or client.
Employee users
September 3, 2025
Contributed by: 
P P
September 3, 2025
Contributed by: 
P P

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