The Files.com platform sends emails covering site alerts for administrators, file activity, user account status, data exports, share link and inbox events, and direct business communication. Each category is covered below and in the documentation for the related platform feature.

Use Troubleshooting Emails from Files.com when emails do not arrive, arrive late, or bounce.

You can update your settings to unsubscribe from these emails.

Alert Emails for Site Administrators

Site Administrators can receive alert emails from Files.com when their site needs attention. Each administrator controls their own preferences through the Site Alert Emails section of their account settings. All preferences default to off.

These preferences are visible only to Site Administrators. Regular users and Workspace Administrators do not see them. They appear in three places: the My Account settings page, the Users admin surface (for editing another Site Administrator's preferences), and the email preferences page reached from unsubscribe links.

The available preferences are:

Site warnings covers DNS misconfiguration, Remote Servers requiring re-authentication, On-Premise Agent upgrades, and GPG encryption key expiry.
SSO/SCIM/LDAP configuration/sync failures covers LDAP sync failures and partial failures only. LDAP login failures and SAML login failures are not included.
User security events covers user account lockouts.
Pending work failures covers GPG encryption and decryption failures.
SIEM failures covers failures delivering data to your SIEM destination.
Sync failures covers sync run failures and partial failures.
Automation failures covers automation run failures and partial failures after all retries are exhausted. Retryable automation failures are not included.
Expectation failures and misses covers expectation evaluations that result in Missing or Invalid. Late evaluations are not included.

There is no broad preference for client log failures. Client log events can be routed through an explicit Event Channel subscription using external_event.client_log.failure.v1.

If no Site Administrator has any of these preferences enabled, all administrators receive alert emails when issues occur.

The legacy Site alert emails setting (receive_admin_alerts) is deprecated. It now maps only to Site warnings. It does not enable the other failure stream preferences.

Site Administrators can configure any Read-only administrator to receive admin email alerts by enabling the relevant preferences on that user's account.

When an alert applies to a child site, the email indicates which site requires attention.

Alert emails are batched per user with exponential backoff. The first email for a given failure fires after 3 hours; the maximum interval is 24 hours. To avoid flooding inboxes, Files.com also reduces the frequency of these emails on sites with many errors. Do not rely on these emails as the sole mechanism for learning about ongoing failures.

These preferences are user-level settings.

SSL Certificate Expiration Notice

Site administrators receive an email when a self-managed SSL certificate will expire soon. Warnings are sent 30 days before and 7 days before the expiration.

SCIM OAuth Access Token Expiration Notice

When SCIM Provisioning is configured using OAuth access tokens, Site Administrators receive a warning email 30 days before and 7 days before the token expires.

Site Warnings

Site Warnings emails report problems with your site's configuration or with Remote Servers. The email groups the errors into categories:

DNS Settings incorrectly configured for your domain

This section includes detailed errors for missing or invalid DNS records for your domain.

Remote Servers requiring re-authentication

This section lists any remote servers with invalid credentials or expiring credentials.

Agent Upgrade required

This section lists any Remote Servers running a version of the On-Premise Agent that needs to be updated.

GPG Encryption Key expiring soon

This section lists any keys used for auto-encryption that are approaching expiration.

Failed Webhook Timeouts

If a Webhook was working but has failed to successfully process a request for the last 3 days, a Failed Webhook Timeout message is sent to Site Administrators with information about the failed operations.

User Account Request

When User Requests are enabled for your site, Site Administrators receive User Account Request emails notifying them each time an account is requested.

What Each Alert Covers

Each alert email includes a link to the relevant log in your site for more details.

SSO/SCIM/LDAP configuration/sync failures emails report LDAP sync failures. LDAP login failures and SAML login failures are not included in this broad preference. To receive alerts for LDAP or SAML login failures, configure an Event Channel subscription for sso_event.ldap_login.failure.v1 or sso_event.saml_login.failure.v1.

User security events emails report user account lockouts.

Pending work failures emails report failures from GPG encryption and decryption operations.

SIEM failures emails report failures delivering log data to your configured SIEM destination.

Sync failures emails report Sync run failures. The email includes a link to the relevant entry in the Sync Runs log.

Automation failures emails report automation run terminal failures and terminal partial failures after all retries are exhausted. Retryable automation failures publish failure_will_retry and partial_failure_will_retry Event Records, but those are not covered by this broad preference. To receive alerts for retryable automation failures, configure an Event Channel subscription.

Expectation failures and misses emails report expectation evaluations that result in Missing or Invalid. Late evaluations are not included in this preference. To receive alerts for Late evaluations, configure an Event Channel subscription for Expectation Evaluation events.

Routing Operational Events to External Targets

If you need operational events delivered to a webhook, Slack, Teams, SNS, Pub/Sub, or email target, use Event Channels. Event Channels route events in real time as they occur, support filtering, and log every delivery attempt with response codes and timestamps.

Admin email alert preferences and Event Channels are independent. Changing an alert email preference does not create or modify any Event Channel, Target, or Subscription.

File Activity Emails

Email Notifications are sent to users or groups of users within your sites. These emails carry information about file activity within a specific folder.

When an email is sent to a Partner User, the Partner's assigned Responsible Party can also receive a copy of the message.

Account-Related Emails To Users

Some emails are sent to a user about the status of their Files.com user account.

When an email is sent to a Partner User, the Partner's assigned Responsible Party can also receive a copy of the message.

Welcome Email

If the Welcome Email setting is enabled for your site, an email is sent to each new user when their account is added. You can customize your welcome email, including the subject and body.

The signup link in the welcome email does not expire. Once the user completes their account setup, the link becomes invalid and clicking it again has no effect.

Changed Password Notification

When a site administrator changes a user's password for them, the user receives an email notification about the password change. This email does not include the new password.

Password Recovery Email

If Password recovery via email is enabled for your site, users can click a link on the login page to request a password recovery email. The Password Recovery email contains a single-use link for the user to reset their password.

Password Expiration Emails

When your site enables password expiration to force users to change their passwords after a certain number of days, Files.com sends reminder emails 28 days, 14 days, 7 days, and 1 day before the password expires. If the user does not update their password before the deadline, they are also sent an email after the password has expired.

SSH Key Expiration Emails

When a site's Key Lifecycle Rules include an Expiration Days threshold for SSH keys, Files.com sends reminder emails to the key owner 28 days, 14 days, 7 days, and 1 day before the key expires.

2FA Verification Code Emails

Users assigned the Email Verification method for Two-Factor Authentication (2FA) receive Verification Code emails during the login process.

Data Export Emails

When you click the Export button in the web interface to generate a report, you can close the report window without waiting for the export to finish. When the export finishes, your Files.com site sends you an email notifying you the export is complete. The email includes a link to download the report, which is valid for one hour.

Share Link Notification emails keep you informed when a visitor completes a registration form or uploads files to your Share Link. These emails can only be sent to users or groups of users in your site.

Share Link Registration Notifications are sent each time a new registration form is completed for the Share Link.

Share Link Upload Notifications are sent each time files are uploaded to the Share Link. Each email includes a list of the files uploaded by the visitor and their registration information.

When the Link invitation notifications setting is enabled for your site, emails are sent to the Share Link's owner whenever new contacts are invited to the Share Link. The emails contain the list of invited people and the paths that are shared.

Invitation Emails

Contacts invited to use a Share Link receive a Share Link Invitation email with a personal link just for them. Similarly, people invited to upload to an Inbox receive an Inbox Invitation email.

Share Links that use Email based one-time passwords for authentication will generate emails containing the single-use passwords for people invited to links.

Upload Receipt Emails

If the Send receipt emails to uploaders setting for an Inbox is enabled, people who upload files to an Inbox through the web page receive an email after they upload files. The Inbox Visitor Upload Receipt email lists the names of the files that were uploaded to the inbox along with any registration information and associated clickwrap.

When an Inbox accepts uploads through email, the Notify senders on successful upload via email setting enables a receipt email for the sender.

The Send receipt emails to uploaders setting can be enabled for Share Links that only allow visitors to upload. Share Link Visitor Upload Receipts include a listing of the files uploaded, any information they entered in the registration form, and the text of the clickwrap they agreed to, if applicable.

Business Emails from Files.com

In addition to automated emails sent by the Files.com platform, you may also receive email communication from Files.com employees, including members of the support team, billing team, and sales team. These are not necessarily sent via the same mechanisms as app emails, and will never be sent through your Custom SMTP server.