You can specify the following settings for a file request when you create it or at any time later under File Requests > Edit:
By default, a file request allows anyone to upload who knows the link to it. If you want to restrict a file request to a specific group of users, you can protect it with a password. The users of the file request must then enter the password before they can upload files via it.
To enable password protection, enable the Password setting and enter any password below it that meets the password policy. Alternatively, you can click the button kto have a random secure password created automatically, which you can then copy to the clipboard using thee (to the right of it) to copy it to the clipboard for forwarding..
Additional setting: Send password via SMS
For security reasons, the password for file requests should not be passed on together with the link for the file requests web page, but in a separate way. DRACOON offers therefore the possibility to send the password by SMS. If you wish this, activate the check box Send password via SMS and then enter in the field Mobile phone number the desired phone numbers to which DRACOON should send an SMS with the password. If you want to send the SMS to several phone numbers, enter them one after the other and separated by a semicolon (;).
SMS dispatch not available? If the Send password via SMS check box is not present, then SMS password dispatch is not enabled for your DRACOON environment. If necessary, contact your configuration manager to enable the SMS password dispatch in the settings.
Restriction on SMS sending for encrypted data rooms: BPlease note that for file requests from encrypted data rooms, the password cannot be sent via SMS.
In these cases, you must therefore manually provide the recipient with the password for the file request by other means, e.g. via chat.
The reason for this restriction is that the file request password must be sent in plain text via the SMS gateway. Since the password is also used to decrypt the uploaded files in encrypted data rooms, there would be a security risk here. DRACOON's strict security concept stipulates that decryption passwords must never leave the user's terminal device and are never stored anywhere in clear text. This principle would be violated if decryption passwords were sent in clear text via SMS..
Password forwarding without SMS: If you do not send the password via SMS, please remember to manually communicate it to the intended users of the file request, otherwise they will not be able to use the file request. For security reasons, it is best not to send the password together with the file request link, but in a separate way, e.g. via chat, if you send the link by e-mail.
If you want to specify additional settings for the file request, click Additional settings. After that, a new dialog box is displayed where you can specify even more settings for the file request:
Specifies that the name of the DRACOON user who created the file request is displayed publicly on the file request web page.
This way e.g. the contact person for the file request can be communicated.
If activated, it is visible for everyone on the file request web page which files have been uploaded by all users via this file request so far. This allows, for example, users to check if someone has already uploaded an expected document and it does not need to be uploaded again.
If the file request is password-protected, the files that have already been uploaded are listed only after the password has been entered.
Sets a disk space limit for the total amount of all files uploaded via this file request. You can enter the size of the space provided in the field that becomes visible after the setting is enabled.
The limit refers to the shared uploads of all users. Once the limit is reached, no further uploading is possible. This setting can be used to prevent the upload of huge files or to prevent the data space from being completely filled by uploads.
Specifies that users can upload a maximum of only a certain number of files via this file request. You can enter the number in the field that becomes visible after activating the setting. If you enter "1" there and make the file request known to only one user, you can thus achieve that the user can only upload a file once. Once the limit is reached, no further uploads are possible - unless you increase or remove it later.
The defined number refers to the total number of uploaded files of all users - it does not apply per user. If the limit has already been reached by certain users, no further users can upload any more files.
Specifies that files uploaded via the file request are automatically deleted from DRACOON after a certain number of days/months/years. You can enter the number of days/months/years in the field that becomes visible after activating the setting.
By enabling this setting, all files uploaded through the file request automatically receive a corresponding Expiration date. If necessary, this can be done for individual files by users of the data room (but not by the uploading persons) at any time by removing or changing.
Gives you the option to store an internal note about the file request. Here you can document e.g. the purpose or intended user group of the file request.
The internal note is displayed in the overview of the created file requests for each file request in the right sidebar and can be viewed by all DRACOON users who are allowed to use file requests in the data room.
Specifies that an additional file request annotation is displayed on the public web page for the file request. You can enter the text of the annotation in the field next to the setting after you enable the setting.
You can use the annotation to provide users with additional information about the file request, for example, a note about specific requirements for uploaded files.