ShareFile

Enterprise Archiving

The Archiving feature modifies the standard ShareFile account so that files, folders, sent messages and notifications are archived rather than deleted when no longer needed. This feature does not automatically guarantee or provide compliance to relevant elements of SEC rule 17a-4.

Note:

Once this feature has been enabled for your account, it cannot be disabled. This feature removes your ability to perform certain actions in the app.

Features that are not supported or changed for Archiving Accounts

  • Rename a file or folder
  • Notes, Edit Note, or Add a Note within a folder
  • Add a URL within a folder
  • Sharing Folders
  • Projects
  • Linking to the latest version of the file in Share a File Message Settings.
  • File Versioning cannot be modified.
  • When creating Share or Request messages, require login is a required setting.

Archive instead of delete

On this account type, the Delete function is replaced with Archive.

Archived items are moved to Pending Archivals. You can access pending archivals in the sidebar. Here, you can restore the file or archive it permanently.

If you would like to locate files that have been archived permanently, you must access Archive Search in Admin Settings.

When needed, a user can utilize Investigative Search to access previous files, folders, sent messages and notifications.

Investigative Search can be accessed in the Admin Settings section of your ShareFile account, and requires certain permissions.

Investigative search requirements

  1. Employee User
  2. Member of the Super User Group
  3. Granted the Allow this user to run and view archived searches permission.

From this menu, you can Schedule a New Search or browse Existing Searches (searches already created on the account).

When creating a new search, provide the terms you wish to search for (or the item ID, if it is known to you), as well as a unique Search Name that you can reference at a later date.

If searching by Link ID - you can copy and paste the URL of download or upload link into the Search ID field.

You can search for files, messages, and logs. Logs will display account activity such as uploads or downloads.

You can also limit your search range using the drop-down menu beneath Limit Search Dates.

Once you run a search, it can be found under the tab for Existing Searches. Depending on the size of your account, it may take a few minutes for the search to complete. To view your search results, click on the Name of the search. The results page will allow you to export the data or view additional information on the items. Depending on your search settings, your results may be in the Files, Messages, or Logs tabs.

You can view additional information by clicking on the Details button to the right of an item in the search results.You may also download the item from the Details menu.

You may use the Run Again or Duplicate options on a completed search.

  • Run Again will repeat the search. The results will appear as a new line item in the Existing Searches tab.
  • Duplicate will bring you to New Search tab with the preferences pre-filled from the existing search. You will then have the option to edit the search before clicking Save and Run Search.

Supported apps

  • Web App
  • Outlook Plugin
  • Desktop App (buttons and functions may still say Delete instead of Archive, but files and folders will be archived despite the wording error).
  • Mobile Apps (buttons and functions may still say Delete instead of Archive, but files and folders will be archived despite the wording error).
Enterprise Archiving