Users and spaces

Accounts, groups and spaces are managed by administrators in the Control panel.

Users

Open Control panel › Users. To find someone, type part of their username, display name or email address in the search box at the top right.

• Create an account with a username and a first password. The person has to choose their own password the first time they sign in, before anything else; the same happens after you set a new password for them. Setting a new password also signs them out everywhere and removes their app passwords, password reset links and linked sign-in methods.
• Role: administrators can open the Control panel. Users cannot.
• Permissions: Edit (which includes uploading), Delete and Share. Share covers share links, Share with… and managing the members of a space, including in their own personal space. Without them the account can only view. The Permissions column of the list uses the same names.
• Space size: how much the person may store. 0 means no limit.
• Create "My files": whether the person gets a personal space, and on which storage location. Both start from the settings under Control panel › General.
• Disable an account to stop it signing in without deleting its files. Its app passwords stop working too.
• Reset two-factor sign-in is for someone who lost their phone and their recovery codes. It also signs them out everywhere and removes their app passwords, as resetting their password does. A shield next to the name shows who has it on.
• Devices lists the browsers where the person is signed in. Sign out one of them, or all of them with Sign out everywhere. It is recorded in the activity log and in the person's sign-in history.

Setting a new password, changing someone's role, resetting their two-factor sign-in and creating an administrator hand over an account. The settings under Control panel › Email and Control panel › Single sign-on decide where password reset emails go and who can sign in. So all of these ask for your own password first, and a code if you use two-factor sign-in. If you sign in with single sign-on, do it within 10 minutes of signing in.

The Used column shows the person's personal space, including items in its trash, or No "My files" when they have none.

Personal spaces

A personal space, My files, is a space only its owner can open. Under Control panel › General › Users:

• Give new users a personal space is on unless you turn it off. When it's off, new people start in the first space they can use, usually All files, and "My files" doesn't appear anywhere for them. People who already have one keep it.
• Location of new users' "My files" is the storage location new personal spaces are created on. Default location follows whatever location is the default when each person is added.

The dialog for a new user starts from these settings, and rules by email domain can choose otherwise for accounts made by single sign-on. To change it later, right-click a user (or open Edit):

• Create "My files"… gives the person a personal space now, on the location you choose.
• Remove "My files"… removes it. As when deleting an account, you choose whether its files move into a folder in another space or are deleted; the person keeps their account and their access to other spaces.

When the location's folder isn't available, for example a disk or network share that isn't mounted, adding the user and their first single sign-on still work. The list then shows My files pending (location unavailable), and the space is created on that location when the person next signs in, or within a minute of the folder being back. The server log says why it waited.

Deleting an account

Select the user and click Delete. Their personal space My files, if they have one, is removed, so choose what happens to what is in it:

• Move their files to another person's personal space, a team space or the company space. This is the default. The files keep their folders and go into a new folder named after the person, for example Files of amy (numbered if that name is taken). The dialog shows the name; like every name ThirtyFile gives what it creates in people's folders, it is in the system's default language (English when that follows the browser), whoever removes the account. They count toward that space's size: when it doesn't have room, nothing is deleted and you're asked to choose another space or make it bigger. Nothing is copied, so this is quick even for large spaces, unless one of the two spaces is a folder on the server: the files are then moved on the disk (or copied, to or from another disk) before the account is deleted, and a message at the bottom shows how far that got. The person's trash is emptied, not moved. Folders they shared with colleagues stay shared.
• Delete their files permanently. This can't be undone.

Either way, files they added to other spaces, and team spaces they own, are transferred to you, and the share links they created are deleted.

Sign-in security

Under Control panel › General › Users:

• Require two-factor sign-in for password accounts: signing in with a password also asks for a code from an authenticator app. People who haven't set it up are asked to right after their password, before they get in, and can't turn it off. Turning it on signs out everyone who signed in with a password but hasn't set it up yet (except you), so they set it up at their next sign-in. Accounts that sign in with single sign-on rely on that provider, and app passwords keep working without a code.
• Minimum password length: 6 characters unless you choose more, up to 64. It applies to passwords set or changed from then on.

How people set up two-factor sign-in is described in Your account.

Groups

A group is a list of people, for example one department. Give a group access to a space or folder instead of adding people one by one. When someone joins or leaves the group, their access follows. To find a group, type part of its name or description in the search box at the top right of Control panel › Groups.

Spaces

Open Control panel › Spaces to create team spaces, set their size limit and choose where their files are stored. Move to another location… moves a space's files to another storage location in the background; Control panel › Moves shows how far each move is. To find a space, type part of its name in the search box at the top right; for a personal space, its owner's name works too.

• New team space asks for the storage location too: the default location is chosen unless you pick another. New folder space shows a folder of your choosing instead, which isn't on a storage location.
• Add members from the space's Members dialog and give each a role.
• To let everyone create team spaces themselves, switch it on under Control panel › General. A space created this way gets the same size limit as its creator, goes on the default location, and each person can create up to 20.

Notification emails

Everyone is told under the bell in the app when something is shared with them, when a space they own or manage is almost full, and when their access ends soon (see Notifications). To also send these by email, enter your organization's email server under Control panel › Email:

• Server and Port, and the Encryption: STARTTLS (usually port 587), TLS from the start (usually 465), or none for a relay on your own network (usually 25). Certificates are checked against the system's; Accept a self-signed certificate skips that for a server on your own network. Without encryption, or without the certificate check, ThirtyFile only sends to a server at a private network address (such as 10.x, 192.168.x or the same machine), and the test says so otherwise.
• Username and Password, if the server asks for them. The password is stored encrypted and never shown again; leave it blank to keep it. After changing the server, port, encryption, certificate check or username, enter it again: the saved one is only ever sent to the server it was entered for.
• Sender address: emails come from it, with the site name (Branding) as the sender's name. The server must allow sending from it.
• Switch on Send notifications by email and Save. Send test email tries the settings on the page, saved or not, and says what went wrong.

Emails go to the address each person entered in their notification settings. Accounts that sign in with single sign-on get the verified address of that account the first time they sign in after this is set up. Links in emails use the Site URL under Control panel › General; without it, emails have no link. Emails that can't be sent are written to the server log.

What administrators can see

Administrators manage every team space and the company space, including their trash. They cannot open personal spaces or see what is in them, only their size, but when they delete an account or remove its "My files" they can move its files to a space they can open. They can also move a "My files" to another storage location: the move lists files it couldn't copy without their names.

They do see every public share link under Control panel › All share links, so they can revoke links that shouldn't be public. A link in someone else's personal space shows who made it, its options and how often it was used, but not its address or what it shares, and administrators can only delete it, not change it. The share link access log leaves out the same for visits to those links.

The activity log says who did what in other people's personal spaces and when, but not to which file or folder, also in its search, its CSV export and its archive files. Checks for changes of a personal space kept in a folder say how many items they skipped, not which, and not where the folder is. Error reports leave out quoted names in every language.

Forgotten passwords

Once an email server is set up (Notification emails) and the Site URL is set under Control panel › General, the sign-in page offers Forgot password?: people enter their username or email address and get a link to choose a new password. The link is built from the Site URL, never from the address a request came with. It works once, for an hour, and only for accounts with a password and an email address; the page answers the same whether or not the account exists. Choosing a new password signs the account out everywhere and removes its app passwords. Changing or resetting a password in any way also ends reset links asked for before, and sign-ins still waiting for their two-factor code.

Otherwise, or for accounts without an email address, an administrator sets a new password under Control panel › Users. If the administrator's own password is lost, see Troubleshooting.