This article describes how to set the global system settings of DRACOON, e.g. a default expiration period for uploaded files or password sending by SMS.
Who is allowed to adjust the system settings?
To set the system settings, only users with the role of Configuration manager are allowed to do so.
Topics of this article
Open system settings
- In the left sidebar, click Settings and then System.
You must be a configuration manager to see the System entry.
- The existing system settings are displayed.
System setting "Default language of the system
This setting only affects email messages sent from your DRACOON. The setting determines which language is preset in the DRACOON Web App by default for sent e-mail messages. However, the user can select a different language at any time in individual cases, e.g. the native language of the addressee when sending a release link by e-mail from the Web App.
We recommend choosing as default language the one most used by your team.
System setting "Automatic sequence
Certain elements in DRACOON, e.g. all uploaded files, shares and file requests, can be provided with an expiration date, after which the element is automatically deleted from DRACOON. You can preset a default expiration period for all uploaded files, shares and file requests as a system setting - this is then active by default for all future elements, but can be changed by users in individual cases (unless room administrators of the respective data room have set a default expiration period).
Example: If you set a default expiration period of 14 days for file requests, an expiration date defaults to 14 days in the future in the dialog box when a file request is created. However, the user can change the default expiration date or remove it (which keeps the file request indefinitely until it is manually deleted by a user).
The default expiration period from the system settings is not a binding policy, but only a default setting. Users can change or even remove a default expiration date at any time. However, room administrators can set a Standard expiration period for individual data rooms , which users are bound to.
- Changing the default expiration period in the system settings only affects future items. Existing shares and file requests, as well as files that have already been uploaded, remain unaffected.
If you set a default expiration period for uploaded files, please keep in mind that this really affects all files that are uploaded to DRACOON - i.e. all files that DRACOON users upload themselves (e.g. via DRACOON for Windows/Mac) as well as files that anonymous users upload via file requests. Therefore you should inform your users about this - otherwise it can happen that users do not notice that uploaded files are automatically provided with an expiration date and then react surprised if the files are suddenly no longer available after expiration. Expired files are automatically deleted permanently and cannot be restored from the Recycle Bin! In case of doubt it is possible in the Audit log to trace whether a file was automatically deleted by expiration.
Set default expiration period
- Select the appropriate check box depending on whether you want to set a default expiration period for shares, file requests, or newly uploaded files:
- Geben Sie im Textfeld daneben den gewünschten Wert in Tagen ein.
System setting "Sending short messages" (SMS)
Releases und File requests can be password-protected in DRACOON - before downloading or uploading via a password-protected share or file request, the user must first enter the associated password.
For security reasons, passwords for shares and file requests should not be sent to the recipient together with the share link - if a third party e.g. picks up an e-mail containing both share link and share password, he can use the share without authorization.
Therefore DRACOON offers the possibility to send passwords for shares and file requests on a separate way via SMS. The mobile device of the recipient, on which the SMS is received, serves as a 2nd factor, which significantly increases security.
Sending passwords via SMS is directly integrated into the DRACOON apps (e.g. DRACOON Web App, DRACOON for Outlook, DRACOON for iOS, DRACOON for Android) and is included in your DRACOON usage contract.
Allow or block password sending via SMS
You can specify in the system settings whether users can send passwords for shares and file requests via SMS. If you want to allow SMS sending, activate the Enable password sending via SMS switch:
Restriction on SMS sending for encrypted data rooms: Please note that for shares and file requests in encrypted data rooms, the password cannot be sent via SMS. The "Send password via SMS" checkbox is deactivated for the user in the case in question.
In these cases, the user must therefore communicate the password to the recipient manually by other means, e.g. via chat.
The reason for this restriction is that the share/file request password must be sent in plain text via the SMS gateway. Since the password is also used to decrypt the downloaded 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.