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When users log in to the User Portal and make any of the following changes to a file, FileCloud  automatically sends them a notification through email:

  • Add a file
  • Update a file
  • Delete a file
  • Download a file
  • Preview a file
  • Lock a file

Administrators can set notifications at the global level and users can override them at the user level.

FAQ's


 How Do Notifications Work?

When multiple users have access to the same files and folders, any change made by a user to the file or folder will trigger email notifications to all users that have access to that file or folder. In FileCloud, multiple users can have access to the same file or folder when:

  • Files from network storage are shared with different users.
  • Files from network storage are shared with different groups.
  • Folders from managed storage or network storage have been shared with other users.
  • Folders from managed storage or network storage have been shared with other groups.

All file change notifications are consolidated and emails are are sent by FileCloud at regular notification frequency (15 minutes, 1 hour, 1 day etc) as set by your FileCloud administrator as part of the Cron Job Setting.

Currently notifications are sent for the following actions:

  • A file is uploaded
  • A file is downloaded
  • A file or folder is locked
  • A file or folder is deleted
  • A file is modified
  • A file is previewed
 Why is the User Not Getting a Notification?

If you have enabled File Change Notifications and a user is not receiving a notification, it may be because the file change was made directly on the LAN or that specific file change was blocked in another place, such as a policy.

Where was the change made?

To receive a notification, all actions must occur in the following places:

  • The FileCloud Admin Portal
  • The FileCloud User Portal
  • The FileCloud Sync client
  • The FileCloud Drive client
  • The FileCloud Mobile App

This applies to both My Files and Network Folders.

For network folders, when files are changed directly on the LAN, FileCloud does not have any knowledge of file changes and will not send a notification.

Is the Notification Blocked in Another Place?

File change notifications can be blocked for a specific action in any of the following places:

  • Global settings
  • Policy settings
  • Share settings
  • Network folder settings,
  • File or folder settings
  • NTFS Permissions
  • Account settings for limited users 

If a user is not receiving a notification, check to see if that file action is disabled at any level.



 When was the most recent notification sent?

You can now see when the last cron job was run.

  • This tells you when the most recent notification was sent.

(warning)  This option is only available in FileCloud Server version 19.1 and later.



To see when the last file change notification was sent:

  1. Open a browser and log in to the Admin Portal.
  2. From the left navigation pane, under Settings, select Settings.
  3. On the Manage Settings screen, select the Misc. tab, and then the Notifications tab.
  4. Look under the a new field labeled Email Notification Frequency.



What Type of Notifications Do You Want to Edit?


 Enable or Disable ALL Notifications

Prerequisites

  1. Cron jobs must be setup. See Steps at Setting Up a Cron Job or Scheduled Task
  2. Email configuration must be complete.

To enable file change notifications: 

  1. Open a browser and log on to the Admin portal.
  2. From the left navigation panel, under SETTINGS, click Settings.
  3. On the Manage Settings screen, click the Misc. tab, and then the Notifications sub-tab.
  4. On the Notifications screen, select the Enable File Change Notifications checkbox.

  5. Click Save.



 Set the Frequency for ALL Notifications

There are two ways that you can limit the amount of notifications that arrive in the admin's and user's inbox.

  1. Lower the frequency of notifications
  2. Stop notifications after a certain number of days















(lightbulb) You can now see when the last cron job was run.

This tells you when the most recent notification was sent.


Lowering the Frequency of Notifications

You can set the file change notification frequency level in the Admin Portal.

  • This option is only available in FileCloud Server version 19.1 and later.
  • In previous versions, the File Change Frequency Notification could only be changed in the cron's running interval.

To set the file change notification frequency in the Admin Portal:

  1. Open a browser and log in to the Admin Portal.
  2. From the left navigation pane, under Settings, select Settings.
  3. On the Manage Settings screen, select the Misc. tab, and then the Notifications tab.
  4. Find the a new field labeled Email Notification Frequency.
  5. Change the value.
  6. Save your changes.


Stop Notifications After a Certain Number of Days

You can configure FileCloud Server to stop sending email notifications for file changes that occurr after a specific number of days.

  • For example, the Cherry Road real estate company has listings that can only remain active for a week.
  • After that week, any changes made to the listing are not important because the listing is not active anymore.
  • In this scenario, the Cherry Road real estate company would want to stop notifications after a week.
  • Their administrator would set Number of Days After which Notifications Are not sent to 7.

To stop file change notification after a specific number of days:

  1. Open a browser and log in to the Admin Portal.
  2. From the left navigation pane, under Settings, select Settings.
  3. On the Manage Settings screen, select the Misc. tab, and then the Notifications tab.
  4. In the Number of Days After which Notifications Are not sent, type in a number.
  5. Save your changes.



 User and Group Notifications

The ability to enable or disable notifications through policies is available in FileCloud Server version 17.3 and later.

Notification settings can be set for a specific policy and that policy can be applied at group or user level.

  • For example, notifications can be enabled for all users in the Global Default Policy.
  • Notifications can also be disabled for a specific user or group by defining a policy and disabling the notification.

Administrators can configure how notifications will work by using the following settings:

  cross (x)  Disable all notifications
  cross (x)  Send notifications when new file is added to a shared folder
  cross (x)  Send notifications when a shared file is updated
  cross (x)  Send notifications when a shared file is deleted
  cross (x)  Send notifications when a shared file is downloaded
  cross (x)  Send notifications when a shared file is previewed
  cross (x)  Send notifications when a shared file is locked or unlocked
  cross (x)  Send notifications to the user when action is done by the same user


To customize notifications in a policy: 

  1. Open a browser and log on to the Admin portal.
  2. From the left navigation panel, under SETTINGS, click Settings.
  3. On the Manage Settings screen, click the Policies tab.
  4. On the Policies screen, click the row of the policy you want to customize.

  5. On the Manage Policy dialog box, select the Notifications tab.
  6. In the Manage File Change Notifications section, set the options as you want to use them. 
  7. Click Save.



 Limited User Account Notifications

User accounts with Limited Access can manage FileCloud content only through a Web browser.

These user accounts:

  • Can only view/upload/download to content shared with them
  • Do not count towards the user license limit 
  • Cannot be authenticated via AD and can only be local user account
  • Linked email accounts cannot use the same domain specified in the FileCloud URL
  • Can't be added directly to network shares via the Admin Portal
  • Can access content from network folders if they are shared

If you have users with limited access to content, you may want to avoid confusion that may occur when an email is sent about content that the user with a limited account cannot access.


To set the file change notification frequency for Limited accounts:

  1. Open a browser and log in to the Admin Portal.
  2. From the left navigation pane, under Settings, select Settings.
  3. On the Manage Settings screen, select the Misc. tab, and then the Notifications tab.
  4. To stop sending notifications, select the Disable Notifications for Limited Users checkbox.
  5. Save your changes.



 Sharing Notifications

When a File or Folder is shared, the owner can allow or restrict file change notifications for all users that have access to that share.

  • Enabling this setting sends an email notification when a file is opened or downloaded for a public share.
  • Notifications can be enabled or disabled by the user in the User Portal 
  • Notifications can also be enabled or disabled by the admin in the Admin Portal.
User PortalAdmin Portal

 

 

To share a file with everyone without restrictions:

  1. Open a browser and log in to the User Portal.
  2. In the User Portal, click My Files.
  3. Select the file you want to share.
  4. Click the Share button.
  5. On the Share Link for File, click Advanced Settings.
  6. On the Manage Share screen, in Share Options, set Email File Change Notifications to YES.
  7. To save your settings, click Update

To enable File Change Notifications for Shares:

  1. Open a browser and log in to the Admin Portal.
  2. From the left navigation pane, under SETTINGS, select Settings.
  3. Select the Misc. tab, and then the Share sub-tab.
  4. Under Notification Settings, select Enable Share Notification.
  5. Click Save.
 Network Folder Notifications

Administrators can disable notifications for specific network folders.

To enable File Change Notifications for Network Folders:

  1. Open a browser and log in to the Admin Portal.
  2. From the left navigation pane, under MANAGE, select Network Folders.
  3. On the Manage Network Folders screen, select a folder that you change the notification setting for.
  4. Click the Edit Network Folder () button.
  5. On the Network Folder Details screen, to enable notifications, clear the Disable Notifications checkbox.
  6. To save your changes, click Update.




 NTFS Folders

Many organizations have Windows-based Network Folders that are shared with employees.

  • The permissions on these Network Folders are managed using NTFS rights setup for various users and groups (usually from Active Directory). 
  • FileCloud can use the same NTFS permissions on the Network Folders for user authorization and access to these resources. 

For more information, read about Network Folders with NTFS Permissions

(lightbulb) By default, file change notifications are disabled for Network folders with NTFS Permissions.

  • To enable notifications, you will need to edit a configuration file
  • By default, configuration files for FileCloud installation will be under WEBROOT/config
SettingOptionDescription
TONIDOCLOUD_NOTIFICATION_ENABLE_NTFS0Disable notifications for NTFS folders
TONIDOCLOUD_NOTIFICATION_ENABLE_NTFS1

Allow notifications for NTFS folders


To configure file change notifications for Network folders with NTFS Permissions:

  1. Navigate to the following directory:

    WEBROOT/config
  2. Open the following file for editing:

    cloudconfig.php
  3. Add the following line, using 1 to allow notifications and 0 to disable notifications for NTFS Folders.
define("TONIDOCLOUD_NOTIFICATION_ENABLE_NTFS", "1");


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