Creating a Sharing Policy

Locate and click the 'Create policy' button at the top of the sharing policies section to start creating a new policy.

Enter a policy name and a short description.

Click on the 'Policy name' input field and enter the desired name for the new policy.

You can also enter a short description that will be presented to your end users when creating a Trusted Share.

Sensitivity labels and DLP tags.

If your organization is leveraging Sensitivity labels, you can associate a label to this Sharing Policy. The Sharing Policy will trigger for any files/containers using the sensitivity label. Only one label can be associated with a sharing policy at any given time.

If your organization is leveraging eShare's DLP tags the same principle applies.

Selecting a label or tag.

Choose an appropriate label or tag from the dropdown menu to categorize the policy.

'Allow shared files to be viewed'.

Click the toggle switch next to 'Allow shared files to be viewed' to enable this permission.

'Allow shared files to be edited'.

Click the toggle switch next to 'Allow shared files to be edited' to enable this permission. This option ensures that external recipients will be able to edit documents using Office Online, removing the need to download content locally.

'Allow shared files to be downloaded'.

Click the toggle switch next to 'Allow shared files to be downloaded' to enable this permission, for cases where there is a requirement for external recipients to obtain a copy of the file.

'Allow files to be uploaded to shared directories'.

Click the toggle switch next to 'Allow files to be uploaded to shared directories' to enable this permission. This setting enables external recipients to upload files directly to your cloud provider storage.

'Allow folders to be created in shared directories'.

Click the toggle switch next to 'Allow folders to be created in shared directories' to enable this permission. This setting enables external recipients to create folders of their own within the folder directory that is shared with them.

'Control upload file types'.

Click the toggle switch next to 'Control upload file types' to enable this setting.

Switch between 'Allow' or "Block" for file type control.

Click the 'Allow' radio button to permit or deny specific file types for upload.

'Custom' file type.

Check the box next to 'Custom' to allow custom file types for upload. You can specify the file type by typing its extension in the available field.

'Max upload file size allowed'.

Click the toggle switch next to 'Max upload file size allowed' to enable this setting. This setting controls the maximum file size elligble for upload when the "Allow file to be uploaded to shared directories" is enabled.

Enter the maximum upload file size.

Enter a positive integer in the input field to set the maximum file size allowed for uploads.

Click the checkbox for 'Require login and/or one-time password'.

Select the checkbox to enforce login or one-time password requirements for accessing shared content.

'Require terms of use'.

Enable this option to mandate acceptance of terms of use before accessing shared content.

'Show share access terms of use'.

Open the dropdown menu to select how often the terms of use should be shown to users.

'Show share access terms of use'.

Choose between "Once per browser session" , "Only once" or "Never".

'Share access terms of use'.

Open the dropdown menu to choose the default terms of use for sharing access, when a Trusted Share is created using this Sharing Policy.

Select 'Default' from the dropdown.

Choose the default option for sharing access terms of use when using this Sharing Policy, in case you have multiple Terms of Use configured.

'Enable secure conversation'.

Enable secure conversation settings to enhance communication security. The "Secure Conversation" setting, enables external recipients to type messages within the confines of the Trusted Share.

'Secure conversation style'.

Open the dropdown to select the style of secure conversation.

'Secure conversation style'.

"All Collaborators compose/reply" allows all recipients of a Trusted Share to create and post messages.

"Owners compose only" allows only the original creator and any Co-owners to post messages.

"Private reply to owner and co-owner(s) only" allows all recipients to send messages, that will only be visible to owners/co-owners of the Trusted Share.

'Allow SMS notifications on conversations'.

Enable SMS notifications to alert users about conversation updates.

'Allow export of secure conversation to'.

Enable the option to allow exporting secure conversations to specified recipients.

'Allow export of secure conversation to'.

You can specify who can export the entirety of the Secure conversation between "Owner / co-owners", "Internal collaborators" (any end user that originates from your organization and participates in the Trusted Share), and "All collaborators" (no limitation).

'Make all internal recipients co-owners'.

Enable this setting to automatically make all internal recipients co-owners of the Trusted Share. Co-owners can manage all aspects of the Trusted Share (options and recipients management).

'Include SharePoint members/owners as Trusted Share recipients and co-owners'.

Enable this option to include SharePoint members and owners as trusted recipients and co-owners. When creating a Trusted Share from a SharePoint site that has multiple owners/members, they will all be added automatically once the Trusted Share is created.

Click the dropdown menu next to 'Include SharePoint members/owners as Trusted Share recipients and co-owners'.

Locate the dropdown menu beside the option 'Include SharePoint members/owners as Trusted Share recipients and co-owners' and click to expand it.

Select 'Members and Owners' from the dropdown menu.

From the expanded dropdown menu, choose the 'Members and Owners' option to include them as trusted recipients and co-owners.

'Recipients can invite others'.

Find the toggle switch next to 'Recipients can invite others' and click it to enable this option. This setting enables external recipients to add additional users to the Trusted Share.

'Auto approve recipient invitations to other recipients'.

Locate the dropdown menu beside 'Auto approve recipient invitations to other recipients' and click to open it.

'Auto approve recipient invitations to other recipients'.

"None" prevents the external recipient from being automatically added, instead, it sends out an email notification to the owner/co-owners of the Trusted Share for approval.

"Same organization as inviter" auto approves recipients that belong to the same Domain.

"All" auto approves any external recipient added to the Trusted Share.

'Recipients can view recipients list'.

Click the toggle switch next to 'Recipients can view recipients list' to enable this feature.

'Allow recipient to request access to shares & files'.

This setting enables external recipients to request access by the owner/co-owner of the Trusted Share, to view labelled content in cases where the Sharing Policy blocks them from doing so.

Owners/co-owners of the share will receive an email notification that they can act upon, to allow or deny the request.

'Allow/Block list'.

Under the 'Allow/Block list' section, click the 'Add List' button to add a new list of blocked or allowed users/domains.

'Allow/Block list'.

From the dropdown list that appears, choose any Allow/Block lists you have created. You can toggle between allowing or blocking the Domains that populate the list you selected.

'Set default expiration for all shares'.

Click the toggle switch next to 'Set default expiration for all shares' to enable setting a default expiration period.

'Default expire'.

Locate the dropdown menu beside 'Default expire' and click to view the available expiration options.

Select 'One day' from the dropdown menu.

From the dropdown options, select 'One day' to set the default expiration period for shares.

'Set maximum extension period for shares'.

Find the toggle switch for 'Set maximum extension period for shares' and click it to enable this setting.

'Use policy for Secure Mail Gateway'.

If your organization is leveraging our Secure Mail Gateway, you can select this setting to enable this Sharing Policy to trigger when a Trusted Share is created via email.

Click the dropdown menu next to 'When recipient domain'.

Locate the dropdown menu beside 'When recipient domain' and click to expand the options for recipient domain settings.

Click on the dropdown menu under 'Use policy for Secure Mail Gateway'.

Locate the 'Use policy for Secure Mail Gateway' section and click on the dropdown menu to view available options.

"Allow user override"

Choosing between "Yes" or "No", enables end users to toggle the appropriate settings during Trusted Share creation. Organization administrators that wish to lock a specific setting in place, can choose "No" and the setting will appear greyed out during Trusted Share creation.

Select 'Yes' from the dropdown menu.

In the dropdown menu that appears, select 'Yes' to allow user override for downloading shared files.

Click the 'Save' button in the top-right corner.

After making the necessary changes, click the 'Save' button to apply and save the new sharing policy settings.

Request Extension for a Trusted Share