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How to create an external account when a new email is added to a share?

Original Question or Issue:

How do I automatically create External account in FileCloud when they are added to share, but they do not have an existing FileCloud account yet?

Environment:

  • Product - FileCloud Server, FileCloud Online
  • Version - Any
  • Platform - Windows, Linux, MacOS

Steps to Reproduce:

 

Error or Log Message:

 

Defect or Enhancement Number:

 

Cause:

 

Resolution or Workaround:

FileCloud Admins can automatically create an External user account when a new email address is added to a share by a Full or Guest access user. In this way, the account sign-ups from the login page can be restricted to only email addresses that are added to a shared folder that gets created as FileCloud accounts. To do this, the steps below can be followed.

  1. Log in to the Admin Portal.

  2. Navigate to Settings >> Admin tab.

  3. Locate the Automatic Account Approval setting and set it to Automatically approve new accounts for External Users. Save the changes.

  4. Go to Settings >> Policies, and select a Group Policy that you want to apply the setting.

  5. Click on the Edit button and go to the User Policy tab.

  6. Set the "Create account on new user share" option to Yes. And save the changes.

  7. As an optional security setting, you may want to require new users to change their default password when they first log in to FileCloud. Go to Settings >> Misc >> Password and enable New accounts must change password. Save the changes.

The steps above work as follows: when a licensed user (Full / Guest) adds an email to the share that does not yet exist in FileCloud, it is detected, and FileCloud automatically creates a new account using that email. This account will be assigned an External User.

The user receives two emails, one with the link to the share and the other, the default credentials, which they will use to login but will also be required to change the password as set in #7.

Notes: