Configure Your ShareFile Outlook Plug-in Account Wide Settings

Typically an admin will want to lock in ShareFile sharing settings for all their employees, specifically for those using the ShareFile Outlook Plug-in (OLP). Luckily, with the OLP you can do this, though historically you had to contact ShareFile’s support staff. However, not too long ago, ShareFile updated their ‘Admin’ section within the ShareFile Web Application to allow admins to configure their OLP without needing to contact support. To configure your OLP settings follow these simple steps:

  1. Log into your ShareFile account as an admin with the permission to ‘Modify account-wide policies’
  2. Navigate to the following pages:
    1. ‘Admin’
    2. ‘PowerTools’
  3. Click ‘Configure Outlook Plug-in’

From this modal you can configure important security settings such as whether or not recipients of files/emails sent through the OLP must log into ShareFile before consuming the share, how long the link is live for, how many downloads of the file before the share link will expire and even customize what the OLP banner looks like.

To make changes, select a specific tab on the left, find the section you wish to customize and make your change. Note, ‘Set as default’ is only the default for that option and the end-user can change the setting as they see fit within the OLP Options page from within Outlook. While on the other hand, ‘Prevent user changes’ will lock in the settings and prevent a user from changing them within the OLP Options page.

Right click a file to send with ShareFile Outlook Plug-in

It has come to my attention that many people do not know you can send a file using the ShareFile Outlook Plug-in but instead of starting in Outlook, you can simply right click the file from your desktop or from windows explorer.

To do this follow these simple steps:

  • Locate the file you want to send
  • Right click the file and select “Send to” followed by “Mail Recipient with ShareFile”
  • A new email message auto loads with the file attached using the ShareFile Outlook Plug-in
  • Finish the email (add who to send the file today, subject, body, etc.)
  • Send you finished email

How to update a file in ShareFile but keep the shared link active

There are times where you have a link shared with others but you need to update the file where that link is pointing to.  Below are the steps to do so.

1) Log into your ShareFile account from a web browser.

2) Find the file that you want to update which has an active shared link.

3) Hover the drop down carrot and click “View Details”

4) A pop up will appear where you can click “Re-Upload File”

5) Choose the file to upload

You have now successfully updated the file and kept the shared link active.

How to do a clean reinstall of Sync for Mac

To do a ‘complete’ uninstall of Mac Sync:

1) Click the ShareFile Sync icon in the menu bar, and select ‘Quit.’

2) Open up ‘Finder’, go into ‘Applications’ folder and open ‘Utilities’ folder.

3) Double click ‘Activity Monitor’ to launch it.

4) In top right you can type in ‘sync’ to search or sort alphabetically to find the ‘SyncEngine’ process.

5) Select it and use the ‘Force Quit’ option and accept the warning. It’s necessary to quit SyncEngine because otherwise, it would stay running in the background and keeping the ‘sfconfig.db’ file ‘in-use.’

6) Open up ‘Finder’; go into ‘Applications’ folder again.

7) Drag ‘ShareFile’ into Mac trash bin in the bottom right of the screen.

8) Go back to ‘Finder’ and this time click the ‘Go’ menu and select ‘Go to Folder.’

9) Type in the path ~/Library/Logs/ShareFile 

10) Drag all the contents of this folder into the Mac trash.

11) Ctrl-click trash icon and select option to empty the trash.

Uninstall is finished.  You are now ready to start the install process

How to install Sync for Mac:

1) In ‘Finder’, see if you already have a ‘ShareFile’ folder.  You can either keep that folder if you want to keep the files or you can completely delete the ‘ShareFile’ folder.

2) Log into your ShareFile account, click ‘Apps’, and download Sync for Mac

3) Start the installer of Sync for Mac and configure for your account.

Install ShareFile Sync only on authorized devices

You can disable the ability for your employees to configure ShareFile Sync (for Windows and Mac) if they do not have a specific registry/.plist key on their device.  Below is how you would accomplish this.

In your ShareFile account navigate to Admin -> Power Tools -> Sync

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Change the drop down from “Enabled” to “Disabled.”  You will now have the option to generate a key which will be used within the devices registry or .plist.

Windows: for more information visit the ShareFile Knowledge Base article
On the user’s device go to  HKEY_CURRENT_USERSoftwarePoliciesCitrixShareFileEnterpriseSync and add the following registry key:

Name: CustomSharedKey
Key Type: REG_SZ
Set the value to the custom key generated within the Web UI

Mac:
On the user’s device go to the following .plist, com.citrix.ShareFileFL.SFSyncEngine.plist

Add: CustomSharedKey
Type: String
Set the value of the String to the custom key generated within the Web UI