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ShareFile

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     * About ShareFile for Google Workspace
     
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영어로 전환 Mudar para ingles 切换到英文 Passa all'inglese

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AI-DRIVEN SECURE SHARE RECOMMENDER

September 11, 2024
Contributed by: 
J


The secure share recommender is a feature that uses AI to enhance data security.
When a user creates a public Share link or shares a file with specific people
via email, ShareFile analyzes the file’s name and content for various Personal
Identifiable Information (PII) elements and if PII is detected, recommends users
to apply more secure options. If the user accepts the recommendations, the
recommended options are automatically applied to the link.

> Note:
> 
> ShareFile does not use the file content and any PII that is detected therein
> to train underlying AI/ML technologies. PII elements cannot be detected for
> images, videos, compressed, password-protected, or encrypted files.

List of PII that are detected:

Personal information Financial information Digital access credentials
Geolocation data Social Security Number Credit/Debit Card Information (Card
Number, CVV, Expiry Date) and PIN Username IP Address Passport Number
International Bank Account Number (IBAN) Password MAC Address Drivers License
Number Bank Account Number AWS Access Key   Vehicle Identification Number (VIN)
Individual Tax Identification Number (ITIN) AWS Secret Key   License Plate
Number CA Health Number URL   National Identification Numbers * CA Social
Insurance Number     Name Bank Routing Number     Address PIN     Age Swift Code
    Email       Phone Number      

> Note:
> 
> National Identification Numbers: Aadhaar, NREGA, Permanent Account Number,
> Voter Number, UK National Health Service Number, UK National Insurance Number,
> UK Unique Taxpayer Reference Number.


CREATE A SHARE LINK

Use the following steps to create a Share link and secure it by applying the
AI-driven recommendations.

 1. Navigate to the file that you want to share and select it.

 2. Select Share from the menu.
    
    The file content is automatically analyzed for sensitive information.
    
    If PII is detected, users are shown the recommendation.
    
    Users can view the exact type of PII detected by clicking on View details.
    Users can use the Create a secure link option to create a link with the
    recommended options applied or use the Create link option to create a link
    with default share settings.
    
    
    
    If a public link has already been created, recommended options can be
    applied with a single click. Link settings can be customized using Edit
    options.
    
    

 3. Select Create and Copy to share the link with recipients.


SEND TO SPECIFIC PEOPLE

Use the following steps to share a file with specific people via email and
secure it by applying the AI-driven recommendations.

 1. Navigate to the file that you want to share and select it.

 2. Select Share from the menu.

 3. Select Send to specific people.
    
    The file name and content is automatically analyzed for PII elements. If PII
    is detected, users are shown the recommendation. Users can view the exact
    type of PII detected by clicking on View details.
    
    Recommended options can be applied with a single click or link settings can
    be customized using Edit options.
    
    

 4. Type in the email address of the recipient in the To field.

 5. Though the Subject is prefilled, you can type in replacement text.

 6. Type in a message if necessary.

 7. Click the Remember subject and message check box if needed.

 8. Select Send.

The Share sent successfully message displays briefly.


EDIT OPTIONS

Use Edit options to configure various settings such as who can access the shared
files, the expiration date for the link, notification options, and other
options.

 * Access options:
   
   * Allow people with this link to: - allows you to configure the actions that
     recipients can take with the shared files.
   
   * Who can access this link allows you to configure the recipients that can
     access the shared files using the link and whether they’ll need to sign
     into ShareFile to access them.
     
     
     
     * Anyone (public) - Anyone with the link can access the shared files and
       see the content.
     * Anyone (public, must enter name and email) - Anyone with the link can
       access the shared files and see the content after entering their name and
       email. Beware that ShareFile does not verify the recipient’s identity in
       this option. A bad actor with the link could maliciously use a client or
       an employee’s name/email to access the file content, and the sender will
       not be alerted.
     * Client and employee users(after signing in) - The recipients must sign in
       using their ShareFile credentials to access the content. If the
       recipients are not existing users in the account, that is, if they are
       not added as an employee or as a client user, then they won’t be able to
       sign in and access the content. Make sure you create user accounts for
       the recipients before sharing the files.
     * Employee users (after signing in) - The recipients will need to sign in
       using their ShareFile credentials to access the content. If they are not
       added as an employee user, they won’t be able to sign in and access the
       content. Ensure you create user accounts for the recipients and add them
       as employees before sharing the files.
   
   * Access expires - select from various expiration settings for recipients.
     
     
   
   * Always link to the latest version of the file - Use this option to share
     the latest version of the shared files automatically. That is, if you make
     changes to the files after sharing them, the recipients can see the latest
     changes. Turning this off will only provide access to the current version
     of the shared files, and recipients will not have access to any future
     changes to the shared files.
   
   * Add a watermark - If this option is turned on, a watermark is added to
     supported file types.


NOTIFICATION OPTIONS

 * Notify me when this is accessed - If this option is turned on, you will
   receive an email notification when the link is accessed.

 * Send me a copy of this email - If this option is turned on, you will receive
   a copy of the email that is sent.


DISABLING THE SECURE SHARE RECOMMENDER

If an administrator chooses to disable the AI-driven secure share recommender
feature, they can do so from the Admin Settings > Advanced Preferences > AI
Settings > Secure share recommender section.




FAQS


DOES SHAREFILE USE OR STORE ANY OF MY DATA FOR ITS AI CAPABILITIES?

No, ShareFile does not use the file content and any PII detected therein to
train underlying AI/ML technologies.


WHAT ARE THE FILE TYPES THAT ARE SUPPORTED?

Supported file types are text, PDFs, and Microsoft Office files. PII elements
cannot be detected for images, videos, compressed, password-protected or
encrypted files.


ARE THERE FILE SIZE RESTRICTIONS?

Yes, files larger than 20 MB are not scanned for recommendations.


WHAT KIND OF DATA ABOUT THE CONTENT IS STORED?

We do not store any actual sensitive PII data values from your content. To speed
up the analysis, we cache the result of the analysis, but access is restricted
to your account.


HOW LONG IS THE DATA ABOUT THE CONTENT STORED?

The information about your content never leaves your account. We cache the
results of the analysis in your ShareFile account for 30 days to save you time
when you try to share the same file again.

The official version of this content is in English. Some of the Cloud Software
Group documentation content is machine translated for your convenience only.
Cloud Software Group has no control over machine-translated content, which may
contain errors, inaccuracies or unsuitable language. No warranty of any kind,
either expressed or implied, is made as to the accuracy, reliability,
suitability, or correctness of any translations made from the English original
into any other language, or that your Cloud Software Group product or service
conforms to any machine translated content, and any warranty provided under the
applicable end user license agreement or terms of service, or any other
agreement with Cloud Software Group, that the product or service conforms with
any documentation shall not apply to the extent that such documentation has been
machine translated. Cloud Software Group will not be held responsible for any
damage or issues that may arise from using machine-translated content.
DIESER DIENST KANN ÜBERSETZUNGEN ENTHALTEN, DIE VON GOOGLE BEREITGESTELLT
WERDEN. GOOGLE LEHNT JEDE AUSDRÜCKLICHE ODER STILLSCHWEIGENDE GEWÄHRLEISTUNG IN
BEZUG AUF DIE ÜBERSETZUNGEN AB, EINSCHLIESSLICH JEGLICHER GEWÄHRLEISTUNG DER
GENAUIGKEIT, ZUVERLÄSSIGKEIT UND JEGLICHER STILLSCHWEIGENDEN GEWÄHRLEISTUNG DER
MARKTGÄNGIGKEIT, DER EIGNUNG FÜR EINEN BESTIMMTEN ZWECK UND DER NICHTVERLETZUNG
VON RECHTEN DRITTER.
CE SERVICE PEUT CONTENIR DES TRADUCTIONS FOURNIES PAR GOOGLE. GOOGLE EXCLUT
TOUTE GARANTIE RELATIVE AUX TRADUCTIONS, EXPRESSE OU IMPLICITE, Y COMPRIS TOUTE
GARANTIE D'EXACTITUDE, DE FIABILITÉ ET TOUTE GARANTIE IMPLICITE DE QUALITÉ
MARCHANDE, D'ADÉQUATION À UN USAGE PARTICULIER ET D'ABSENCE DE CONTREFAÇON.
ESTE SERVICIO PUEDE CONTENER TRADUCCIONES CON TECNOLOGÍA DE GOOGLE. GOOGLE
RENUNCIA A TODAS LAS GARANTÍAS RELACIONADAS CON LAS TRADUCCIONES, TANTO
IMPLÍCITAS COMO EXPLÍCITAS, INCLUIDAS LAS GARANTÍAS DE EXACTITUD, FIABILIDAD Y
OTRAS GARANTÍAS IMPLÍCITAS DE COMERCIABILIDAD, IDONEIDAD PARA UN FIN EN
PARTICULAR Y AUSENCIA DE INFRACCIÓN DE DERECHOS.
本服务可能包含由 Google 提供技术支持的翻译。Google
对这些翻译内容不做任何明示或暗示的保证，包括对准确性、可靠性的任何保证以及对适销性、特定用途的适用性和非侵权性的任何暗示保证。
このサービスには、Google が提供する翻訳が含まれている可能性があります。Google
は翻訳について、明示的か黙示的かを問わず、精度と信頼性に関するあらゆる保証、および商品性、特定目的への適合性、第三者の権利を侵害しないことに関するあらゆる黙示的保証を含め、一切保証しません。
ESTE SERVIÇO PODE CONTER TRADUÇÕES FORNECIDAS PELO GOOGLE. O GOOGLE SE EXIME DE
TODAS AS GARANTIAS RELACIONADAS COM AS TRADUÇÕES, EXPRESSAS OU IMPLÍCITAS,
INCLUINDO QUALQUER GARANTIA DE PRECISÃO, CONFIABILIDADE E QUALQUER GARANTIA
IMPLÍCITA DE COMERCIALIZAÇÃO, ADEQUAÇÃO A UM PROPÓSITO ESPECÍFICO E NÃO
INFRAÇÃO.



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AI-driven secure share recommender
September 11, 2024
Contributed by: 
J




IN THIS ARTICLE

 * Create a Share link
 * Send to specific people
 * Edit options
 * Notification options
 * Disabling the secure share recommender
 * FAQs

Was this helpful

Send us your feedback
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