Emails from Files.com

The Files.com platform sends many different emails, such as alerts for Site Administrators, file activity emails, messages about user accounts, data export emails, messages for share links or inboxes, and business emails. These are covered in more detail below, as well as in documentation for the related platform features.

You can update your settings to unsubscribe from these emails.

Alert Emails for Site Administrators

By default, site administrators will receive alert emails from Files.com when their site needs attention. These include alerts about LDAP, SMTP, Webhook or single sign-on integration failures, alerts about SSL certificates about to expire, Remote Server Sync and GPG encryption/decryption errors, users locked out after too many failures, CLI operation failure for logs to be sent to the cloud and similar messages.

Site Administrators can opt in or out of receiving these site alert emails via the Site alert emails setting at My account. If no site administrator has Site alert emails turned on, then all administrators will receive email alert messages when issues occur.

When an alert applies to a child site, the email will indicate which site requires your attention.

In order to avoid spamming people with these emails, we delay the frequency of these emails on sites with lots of errors. If your site regularly has errors, do not rely on these emails as the sole mechanism for learning about the errors.

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 has been configured using OAuth access tokens, site administrators receive a warning email 30 days before and 7 days before the token will expire.

Site Warnings

Site Warnings emails report a variety of problems relating to your site's configuration, or to issues with Remote Servers. The email groups the errors together into a few 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 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

Failed Webhook Timeouts

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

Failures/Events That May Need Your Attention

Files.com sends Site Administrators emails reports of problems involving external systems, such as Remote Servers, external identity systems (such as LDAP and SAML), the Files.com on-premise Agent, the Files.com CLI App, and SIEM platforms. The email includes all of the warnings that are currently in effect for your sites, along with a link to view the detailed logs within your site.

A user attempted to authenticate with an SSO provider using LDAP, but an error occurred.

LDAP Sync Failures

Your site was unable to synchronize your user and group provisioning information for the LDAP server.

Remote Server Sync Failures

A Remote Server Sync failed to run.

Client Log Failures

Errors that arise when you use the CLI application and enable the option to send logs to the cloud.

A user attempted to authenticate with an SSO provider using SAML, but an error occurred.

SIEM HTTP Destination Failures

An attempt to send SIEM data to your configured SIEM provider failed.

File Activity Emails

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

Account-Related Emails To Users

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

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.

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, email messages are sent to remind users they must change their password 7 days before the deadline. If the user does not update their password before the deadline, they will be sent an email when their password has expired.

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.

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 will 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.

Emails from Files.com

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